Administrative Assistant 3 (4722C), Residential and Student Services Programs (RSSP) - 33663 About Berkeley
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The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.
We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles , our Principles of Community , and our Strategic Plan .
Departmental Overview
Residential and Student Services Programs (RSSP) is part of the division of Student Affairs under the direction of the Associate Vice Chancellor of RSSP. The department provides/manages residential student housing, residential life programs, custodial and maintenance services, capital and minor capital projects, self-operated dining services for undergraduate and graduate students and their families, as well as child care services for students, faculty, and staff. The department also conducts a year-round conference business, operates five campus restaurants, and manages twenty-six faculty apartments.
Application Review Date
The First Review Date for this job is: April 18, 2022
Responsibilities
Customer Service
Responsible for Front Office customer service in relations with residents (student and student families including children and grandparents), other customers and staff. Answer calls, check and distribute messages, emails and voicemails. Provide general information and accurate referrals to appropriate department and answer questions from residents, staff, public and campus departments. Loan and track equipment to residents. Reserve rooms for residents and staff. Field complaints from the residents, resolve or escalate as necessary. Maintain student staff schedules and make sure Front Office has appropriate student coverage on a day-to-day basis. Prepare for peak seasons with appropriate staffing coverage. Serve as a resource for staff and residents on the phone and in-person. Provide general information and accurate referrals to appropriate departments on the phone and in person regarding RSSP, SA, and campus services. Provide a high level of customer service to staff, students, and vendors.
Work Order Tags
Responsible for taking work orders from the residents and inputs them into TMA with accuracy and precision. Analyze, prioritize and coordinate emergency work orders taken by phone, walk-in, or email. Accurately describe, prioritize and document maintenance problems on work tags for staff and/or Central Maintenance Trades. Maintain contact with Grounds, Custodial and Maintenance staff to disseminate information and directions to repair locations. Notify supervisors and/or Central Maintenance if needed. Research work order status for residents and staff. Conduct research, analyze data and prepare recommendations on a variety of topics related to facilities operations. Perform duties as designated by the Manager.
Housing Assignments, Resident Move-In and Move-Out
Maintain files on each apartment (assigned to residents). Process all new incoming resident assignments and transfers. Issue residents' keys and parking assignments. Orient incoming residents to Village policies and procedures at move-in. Assess Move-In procedure for improvement and coordinate with Housing Assignment Office. Process charges in various system. Monitor move-out schedule, set up apartment inspection appointments, and assure appointments are on the schedule. Maintain apartment turnover spreadsheets and records.
Administrative Functions
Coordinate purchase of materials, equipment, and services as directed by the Supervisor, using online systems and Business Operations unit. Follow up on any problems related to orders, invoicing and/or reimbursements. Provide timely submission of all reimbursements and invoices. Open blanket P.O.'s as applicable and renew them every year. Maintain accurate records of P.O.s and invoices processed. Create invoices and send them for processing. Follow up with unpaid invoices. Organize, schedule and provide administrative support for recruitments and professional search processes. Assist in the coordination of the annual limited appointment recruitment. Create and maintain the student coverage calendars for Front Office and Recreation Office. Maintain the unit's calendars for meeting rooms and facilities and give appropriate access rights to staff. In conjunction with the Supervisor, screen, interview, select, schedule, train and assist in evaluating student housing clerks. Communicate tasks and responsibilities to student clerks and provide inputs to the supervisor when there is a need for performance improvement. Prepare paperwork required for criminal background check and schedule final candidates for live scan. Assist with new staff on-boarding and training. Resolve any payroll issues in coordination with CSS HR. As directed, prepare HR/Payroll forms and investigate discrepancies. Resolve payroll issues for limited and student staff working with CSS Payroll. Report irregularities to the Manager. Provide Administrative and analytical support to Custodial, Grounds, and Maintenance staff. Define problems, collect and analyze data, and recommend potential solutions and approaches to administrative problems and special projects. In the absence of the Associate Director, act as primary point of contact to address administrative issues for the unit. In conjunction with the Supervisor, screen, interview, train and direct part-time student administrative staff in all aspects of customer service, front office procedures and University policies. Review and generate manuals and guidelines. Ensure key records are accurate, resolve discrepancies, and maintain security for residential and facility keys on a daily basis. Under the direction of the Supervisor, determine when key replacement is necessary. Responsible for ordering, billing and notifying residents of pending key charges. Manage 1000 parking spaces, assign them to the residents, maintain accurate documentation, modify when needed. Fluently use WebTMA and StarRez for database, report generation, and communication. Compile, research, and analyze Fleet Gas Card usage in accordance to the Fleet Policies. Assist staff with researching and scheduling work orders. Analyze copier usage as needed. Post charges to students accounts. Compose, prepare, and proofread various memos, letters and flyers. Deliver legal notices to apartments when necessary and/or send emails via StarRez. Utilize appropriate software to handle apartment inventories and conditions. Maintain a document control system to keep facilities' files up-to-date (e.g., resident accounts, apartment condition reports, lock-out logs, vehicle records, pre-inspection schedules, etc.) with the most relevant and current information as may be required by policy.
Required Qualifications
Advanced knowledge of PC based software (MS Office (Word, Excel, PowerPoint), google email, calendar and drive).
Demonstrated skill to create presentations, produce reports, organize and communicate information clearly and effectively using spreadsheet, presentation and word processing applications.
Demonstrated detail-orientation, record keeping and file management skills to organize, accurately document, and retrieve data in a variety of configurations (Hard Copy, Electronic, etc.).
Knowledge of safe work practices.
Basic understanding or knowledge of and/or ability to learn the University environment, its mission, and operational needs.
Effective oral (in person and/or by telephone) and strong written communication skills to communicate clearly and effectively.
Must be able to listen as well as to provide information succinctly, clearly, accurately.
Strong customer service skills and experience coordinating, troubleshooting and responding to customer service requests.
Demonstrated writing skill.
Use of correct grammar, spelling, and punctuation to compose and edit documents effectively.
Excellent proofreading skills.
Demonstrated skill in scheduling meetings and coordinating multiple calendars with corporate time or similar software.
Skill to evaluate, trouble-shoot inquiries and resolve concerns of staff, contractors, outside consultants, and members of the campus community in an objective and constructive manner.
Skill to establish priorities, follow plans and complete goals/objectives.
Skill to appropriately address inappropriate or unprofessional behavior.
Ability to exercise integrity and discretion in all matters and to protect confidential information as dictated by assignment or policy.
Ability to demonstrate and encourage the values of collegiality, and respect among supervisors and peers.
Ability to directly resolve problems through informal consultations and discussions at the lowest level possible.
Ability to learn and/or understand, interpret, and apply University rules, regulations, and policies.
Ability to make independent decisions in solving issues while adhering to the University of California and Berkeley campus policies.
Ability to initiate and maintain cooperative relationships with co-workers, managers and supervisors, clients, external service providers, and members of the campus community.
Must have the ability to research special projects as assigned and summarize findings in written reports.
Must be able to handle multiple tasks simultaneously under time constraints, with competing deadlines, conflicting demands, frequent interruptions and produce accurate, detailed work within established timeframes.
Strong customer service skills.
Demonstrated ability to perform routine administrative functions (e.g. greet customers, answer inquires, answer telephones and field calls, maintain organized file systems etc.)
Ability to work with diverse clientele using patience, tact, sensitivity and diplomacy.
Skills to evaluate issues and identify resolution.
Preferred Qualifications
Knowledge of and/or ability to learn BFS, BAIRS, TMA and StarRez systems.
Basic understanding or knowledge of and/or ability to learn the University environment, its mission, and operational needs.
Possess/develop a thorough understanding of and/or ability to learn the Housing Facilities Services (HFS) and RSSP administrative policies and procedures as well as a basic understanding of campus fiscal processes.
Knowledge of and/or ability to learn facilities maintenance, construction, and custodial operations terminology.
Salary & Benefits
This position is a non-exempt, bi-weekly paid position. For information on the comprehensive benefits package offered by the University visit:
https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html