Administrative Assistant III (4722C), Housing & Dining Services - 54592 About Berkeley
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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 .
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Departmental Overview
In the Division of Student Affairs and under the Residential Student Services Programs portfolio, Cal Dining is a self-operated dining program focused on culinary excellence, social responsibility and supporting the living/learning environment of our customers. With more than 12,000 meal plan holders, Cal Dining serves over 5 million meals per year in 14 facilities with a combination of residential "all you care to eat" dining, retail "a la carte" dining, training table, early childhood meal production and catering. Cal Dining services the campus seven days per week, seventeen hours per day and is home to full-time, part-time, and student staff across multiple locations.
Application Review Date
The First Review Date for this job is: June 23, 2023
Responsibilities
General Departmental Administration:
Provide primary administrative support and manage daily office operations for central Cal Dining. Coordinate communication among departmental units. Attend meetings as required or requested. Direct and train student employees on projects and processes. Organize, schedule, coordinate, and provide administrative support for recruitment processes. Create, proofread, edit, update, and ensure timely distribution of various documents, correspondence, operational calendar, manuals (e.g. Cal Dining organizational standard operating procedures, administrative desk manual), directories, etc. Ensure the above materials are in proper business formats, accurate, grammatically correct, and handled confidentially, as required. Greet, direct, and provide information in a professional manner via phone, in person, and online to students, staff, faculty, and visitors regarding general information for Cal Dining/RSSP, meal plans, debit cards, Cal Dining website, etc. Coordinate the maintenance, cleaning, fueling, and use of central Dining vehicles. Pick up and distribute mail.
Purchasing / Recharges / Travel / Entertainment:
Prepare, maintain, track, process, reconcile, and correct errors in a timely manner for travel and entertainment requests and reimbursement, recharges to other campus entities, transaction documents, financial reports (as requested), invoices, spreadsheets, etc. following appropriate University/departmental guidelines. Make low-value purchases for office supplies and related items. Follow up and resolve any problems related to the above. Coordinate and book travel and lodging arrangements. Determine and implement new methods for tracking and correcting procurement transactions that do not conform to UC Berkeley purchasing guidelines. Create procedures in order to ensure appropriate use.
Staffing Projects:
Develop, track, coordinate, and maintain documentation, spreadsheets, databases, and computer systems related to staffing: employee transfers, academic year staffing, summer scheduling and staffing, and performance evaluations. Drafts and distributes documents related to staffing in a timely manner to ensure compliance with bargaining agreements and operational timelines.
Calendaring and Meetings:
Coordinate all pre-meeting and post-meeting activities such as agenda items, background materials, room locations, transportation, notifications, equipment set up/take down, conference calls, catering, notes, follow-up on action items, and minutes.
Document Control:
Develop and implement a document (both electronic and hard copy)control system in an effort to keep sensitive business and personnel records and files "up-to-date" with the most relevant and current information (as required by policy or statute of limitations). Organize, label/code, update, and maintain departmental filing by pulling out-of-date information and redundancies.
Special Projects:
Collect and analyze data required for special projects as directed; interpret and appropriately disseminate findings. Independent assignments (such as uniform expense tracking and handbook creation), special projects (such as coordinating training programs), and other relevant duties as assigned. Professional development and other duties as assigned.
Required Qualifications
Knowledge and experience gained in two or more progressive years of professional administrative, project, and fiscal experience in a professional office environment. Intermediate to advanced knowledge of PC-based software (MS Office-Word, Excel, PowerPoint, Visio). Must demonstrate the ability to learn university systems. Demonstrated skill to create presentations and appropriate business documents using said software. Knowledge and experience coordinating, troubleshooting, and responding to customer service requests. Demonstrated record-keeping and file management skills to organize, accurately document, and retrieve data in a variety of configurations (hard copy, electronic, etc.). Ability to be detail-oriented, initiative, and organized to be able to maintain records. Knowledge of safe work practices. Excellent interpersonal and organizational skills. Demonstrated skill in scheduling meetings and coordinating multiple calendars with corporate time or similar software. Must have strong customer service skills. Effective oral (in person and/or by telephone) and strong written communication skills. Demonstrated writing skills. Use of correct grammar, spelling, and punctuation to compose and edit documents effectively. Excellent proofreading skills to review personal work as well as the work of others. Ability to directly resolve problems through informal consultations and discussions at the lowest level possible. Ability to 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. Must be able to communicate clearly and effectively, both verbally and in writing, with staff, co-workers, and campus staff in English (Bilingual a plus). Must be able to listen as well as to provide information succinctly, clearly, and accurately. Ability to manage numerous details simultaneously. Must have the ability to research special projects as assigned and summarize findings in written reports.
Preferred Qualifications
Knowledge of and/or ability to learn BFS and BAIRS reporting systems. Knowledge of accounting and budget management in order to organize and present data, often in contrast/coordination with financial information using spreadsheets and other computer applications. Experience in organization budget preparation/accounting practices. Basic understanding or knowledge of and/or ability to learn the University environment, its mission, and operational needs.
Education/Training:
Bachelor's degree and/or equivalent experience/training.
Salary & Benefits
For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.
Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.
The budgeted salary or hourly range that the University reasonably expects to pay for this position is $27.19 (step 1.0) - $29.11 (step 4.0).
This is a 100% full-time (40 hours per week), career position that is eligible for full UC benefits. This position is non-exempt and paid bi-weekly.