Office & Business Services Coordinator (4722C), Economics - 28394
University of California Berkeley
Location: Berkeley, California
Internal Number: 2750189
Office & Business Services Coordinator (4722C), Economics - 28394
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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.
The Department of Economics is among the largest teaching and research departments at UC Berkeley, and is consistently ranked among the top five in its field worldwide. The department employs 15 departmental staff, approximately 45 ladder-rank faculty, and maintains a total academic membership of approximately 70 including joint appointments, lecturers, visiting faculty and active emeritus. The size of the Economics student services operation overall rivals that of many schools or colleges at Berkeley, with 1,500 undergraduate majors, 700 degrees annually, 140 PhD students; 800 graduate PhD applications, 200 academic student employees, each year; 150 courses with 40,000 student credit hours annually, 100 visiting concurrent enrollment students, and over $6M in teaching funds and in fellowship funds. The department has a $30 million annual operating budget. The department consists of 2 floors in Evans Hall with approximately 23,000 assigned square footage which includes classrooms, offices, labs, public spaces, and research centers.
The Office & Business Services Coordinator is a member of the Finance and Business Services team that administers several administrative support services for the Department of Economics faculty, staff, and students. Key areas include the main office and related business services, hiring and supervision of work studies, classrooms and educational technologies, facilities, space, and safety oversight, and the management of the Department's visitor program.
Under the direction of the Assistant Director of Finance and Business Services, this position serves as a central point of information for the department, provides a full array of administrative services, works closely with the faculty, staff, and students in varying areas, and communicates information broadly to the Economics community from other campus sources as well as internal and external updates.
*Due to the nature of the associated tasks and responsibilities, this position requires the incumbent to work 100% in the office.
Application Review Date
The First Review Date for this job is: 12/27/2021
Main Office and Business Services
Oversees and supervises the main office and related business services, including leading a team of work-study students who act as a central point of information for the department and handles day to day operations. Responsibilities include Main Office reception, handling mail and packages, answering email and phone inquiries, managing keys, card keys, and room usage/reservations, and monitoring xerox machines, classrooms, and public spaces.
Tracks and stocks various machine supplies and equipment. Ensures appropriate usage levels. Provides oral and/or written interpretations of procedures for unusual problems. Ensures proper availability of classroom supplies by purchasing shared supplies for classrooms and the department through BearBuy.
Develops and implements internal mailing processes and procedures. Maintains and updates office door signage, glass cases, and departmental (faculty, staff, students) and campus directories, both online and on physical lists in the building.
Acts as central organizer and custodian for midterms and finals exams booklets. Applies campus and departmental policy regarding appropriate retention and security of the exams. Coordinates removal and disposition of the exam booklets after completion of the required retention period.
Upon request, orders textbooks and readers in coordination with faculty, bookstores, publishers and Copy-Stores. Acts as liaison between faculty and bookstores/publishers regarding textbook orders. Oversees requests for desk copies and preparation of course readers.
Performs reimbursements for the department through the T&E System. During the absence of the Financial Services Analyst or the Finance Student Assistant, assists with processing general, travel, and entertainment reimbursements as well as invoices and purchase orders.
Arranges and coordinates various events from a small monthly faculty lunch, departmental staff lunches, and weekly teas and cookies to a medium-scale annual Fall Reception and Holiday gathering. May include ascertaining a venue. Ensures event compliance by obtaining necessary exceptional approval, if necessary, and processes payments for such events. Works with campus officials to ensure event safety and protocols are established.
Student Hiring and Supervision
Hires, trains, and supervises a team of work-study students who supports the Main Office and related business services. Based on availability, work studies assist faculty and staff with various tasks and projects. Assists the Department with the student hiring process (including non-work study students) by being the liaison between the SHARE region HR Generalist and the hiring manager/faculty. Assists with completion of the hiring forms and submits them to HR Hub. Assists with posting and offering work-study jobs on the UCB Work Study Website.
Classrooms and Educational Technology
Oversees and supports classroom usage and educational technologies. Coordinates room use and room assignment by utilizing bCal to schedule Departmental space for one-time requests, on-going meetings, seminars, receptions, exams, and special events for departmental/non-departmental events. Inputs schedule of courses and room reservations onto bCal. Coordinates with the Head GSI to maintain and update faculty and GSI office hours by room and contact information each semester.
Maintains educational technology equipment inventory and reservations for graduate seminars and special event seminars by providing necessary technological needs, i.e. webcam, mic, laptop, etc. Completes the annual Berkeley Equipment Tracking System for audit purposes.
Maintains and oversees repairs as needed of the required classroom equipment and projector by serving as liaison to campus IT, Facilities Services, and outside vendors to address and resolve issues related to classroom technology.
Facilities, Space, and Safety
Serves as Economics building, safety, and facilities coordinator. This includes coordination with Facilities Services and Campus Moving Services to assist with departmental and faculty moves and renovations. Ensures the timeliness of the moves and renovations along with the various actions to be taken, and identifies possible spaces where items can be stored during the process.
Works with Facilities Services to resolve a wide range of building related issues and repairs. Coordinates any physical building signage and updates virtual Department and campus directories. Maintains record of all space usage within the departmental floorplans.
Oversees, maintains, tracks, and orders all keys in the department. Coordinates the repair of door locks. Works in conjunction with Facilities Services to activate and deactivate photo-ID card keys for Department's members.
Serves as the lead for Facilities, Safety, & Wellness Committee by conducting quarterly building and safety committee meetings.
Serves as classroom liaison to the IT department, other Building Coordinators, and other safety administrators on campus. Relays resources and information (from campus, department, Evans Building Committee, and others) to the Economics community by sending email announcements regarding safety, space, equipment, main office updates, etc.
Processes and orients all visitors to the department, with the exception of those from Economics research centers, by initiating dialog with faculty sponsors. Assists with the completion of visitor request and other necessary forms; makes preliminary contact with visitors; submits visitor request to SHARE region along with visa related requests and related paperwork. Coordinates and collects departmental fee payments. Maintains records of payments and reconciles against visitor arrival dates. Provides and responds to visitors with general operational questions, orientation, and resources about housing information, office space needs, etc. Updates and maintains the visitor website and email list-serve, ensures the assigned office is ready for occupancy, and provides key (needed) for the visitor.
Maintains on-going professional development and updates working knowledge of facilities, procurement, and travel & entertainment through attendance and participation at campus and other training sessions, seminars, conferences, and events and active membership in campus and professional organizations, and networking with peers. The Department of Economics provides $1,500 per year toward professional development activities.
Excellent interpersonal skills, customer service orientation, active listening, critical thinking, attention to detail, organizational skills, and effective verbal and written communication skills.
Ability to handle frequent interruptions, maintain a high level of productivity in a high volume environment, and distribute efforts appropriately among tasks while balancing multiple and competing priorities and deadlines simultaneously.
Multicultural competencies with the ability to work with diverse populations.
Experience in organizing and/or event planning, i.e. lunches and receptions, and knowledge of event safety and security standards.
Ability to work both independently and as part of a team while being resourceful, creative, innovative, flexible, and develop original ideas and possess short-term strategic planning analytical and problem solving skills.
Knowledge of and/or ability to learn or ability to quickly learn University rules and regulations and departmental policies, procedures, and requirements relating to procurement, travel, entertainment, facilities and keys management.
Basic experience with typical office computing, electronic equipment, and technology, i.e. desktop, laptop, scanner, fax, and copy machines, etc. and possess basic/intermediate proficiency with standard computer applications such as Microsoft Suite (Word, Excel), Google Suite, e-mail, Internet, etc.
Knowledge of and/or ability to learn or ability to quickly learn common University-specific applications BearBuy, BFS, CalAnswers, ServiceNow, T&E Reimbursement, and Work-Study Management System.
Ability to analyze issues to determine what information is needed; gather data; analyze operational policies, procedures, standards, and systems; identify problematic areas; and recommend options, alternatives, methods for improvement, and solutions.
Ability to use sound judgment and decision making to professionally deal with sensitive issues and safeguard information and maintain respect and confidentiality established by FERPA, the State of California and the University.
Ability and willingness to learn new online systems and other new software, technology, and tools.
Experience with educational technology, i.e. projector, video and audio.
Ability to pick-up or deliver items weighing between 35-50 lbs.
UC campus experience with some knowledge of UC Berkeley's online systems, i.e., BearBuy, Berkeley Financial System (BFS), CalAnswers, ServiceNow, Travel and Entertainment (T&E), and Work-Study Management System (WSMS).
Education: Bachelor's degree and/or equivalent working experience.
Salary & Benefits
This position is a non-exempt, bi-weekly paid position. Hourly pay for this role is commensurate with experience within the range of $25.65-$33.62 (Step 1.0-Step 13.0).
For information on the comprehensive benefits package offered by the University visit:
This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.
This position has been identified as a Mandated Reporter required to report the observed or suspected abuse or neglect of children, dependent adults, or elders to designated law enforcement or social service agencies. We reserve the right to make employment contingent upon completion of signed statements acknowledging the responsibilities of a Mandated Reporter.
Equal Employment Opportunity
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant see:
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