At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.
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.
At UC Berkeley, we believe that learning is a fundamental part of working, and our goal is for everyone on the Berkeley campus to feel supported and equipped to realize their full potential. We actively support this by providing all of our staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. To find out more about how you can grow your career at UC Berkeley, visit grow.berkeley.edu.
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: 09/15/2022.
Responsible for Front Office customer service to residents, their guests, other customers/vendors/contractors and staff. Answers calls, checks and distributes messages, emails and voicemails.
Provide general information and accurate referrals to appropriate department and answer questions from residents, staff, public and campus departments.
Manages USPS mail collection from the local US Post Office and package deliveries from other shipping companies, e.g. Amazon, UPS, FedEx that arrive directly at the property.
Serve as a resource for staff and residents via phone and in-person.
Provide general information and accurate referrals to appropriate departments on the phone and in person regarding RSSP, Student Affairs, and other campus services.
Provide a high level of customer service to staff, students, their guests, and contractors/vendors.
Work Order Tags:
Responsible for monitoring work orders that are submitted by residents and follows up as appropriate.
Analyze, prioritize, and coordinate emergency work orders received by phone, walk-in, or via email.
Accurately describe, prioritize and document maintenance problems or staff and/or Central Maintenance Trades to act upon.
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 Facilities Manager and/or his or her designee.
Housing Assignments, Resident Move-In and Move-Out:
Maintain files on each apartment as apartments are assigned to residents.
Process all new incoming resident assignments and transfers.
Issue residents' keys and complete/manage parking assignments.
Orient incoming residents to Intersection Apts. policies and procedures at move-in.
Assess Move-In procedure for improvement and coordinate with Housing Assignment Office to make them.
Process financial charges in various systems.
Monitor move-out schedules, set up apartment inspection appointments, and assure appointments are on the schedule.
Maintain apartment turnover spreadsheets and records.
Coordinate purchase of materials, equipment, and services as directed by the Facilities Manager using online systems and the Student Affairs Business Operations unit.
Follow up on any problems related to orders, invoicing and/or reimbursements.
Provide timely submission of all reimbursement requests and invoices.
Open blanket P.O.'s as applicable and renew them every year.
Maintain accurate records of P.O.s and invoices processed.
Post charges to student accounts.
Create invoices and send them for processing.
Follow up with unpaid charges/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 Maintain and give appropriate access rights to internal staff and vendors/contractors.
Provide administrative support for the Security Monitor program.
If needed assist with the process of screening, interviewing, selecting, scheduling, training and assisting in evaluating Front Desk student assistant staff.
Communicate tasks and responsibilities to student assistant staff and manage any needed performance improvement.
Assist with new student assistant staff on-boarding and training.
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 Facilities Manager, act as primary point of contact to address administrative or operational issues for Intersection Apts.
Review and generate manuals and guidelines.
Ensure key records are accurate, resolve discrepancies, and maintain security for residential and facility keys and access on a daily basis.
Under the direction of the Facilities Manager Supervisor, determine when key replacement is necessary.
Responsible for ordering, billing and notifying residents of pending key charges.
Manages 50 residential parking spaces, assigns them to the residents, maintains accurate documentation, modifies when needed.
Fluently use WebTMA and StarRez for database, report generation, and communication needs.
Assist staff with researching and scheduling work orders
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, \pre-inspection schedules, etc.) with the most relevant and current information as may be required by policy.
Works in safe and responsible manner while not putting self or others at risk.
This includes complying with applicable policies and regulations; using personal safety gear; observing warning signs; learning about potential hazards; and reporting unsafe conditions.
Family Housing provides opportunities to stay current on First Aid and CPR certification.
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 and proofreading skills; use of correct grammar, spelling, and punctuation to compose and edit documents effectively.
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 vendors or contractors, and members of the campus community in an objective, professional 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 understand, interpret, and apply University rules, regulations, and policies.
Ability to make independent decisions in solving issues while adhering to policies; can quickly learn the University of California, UC Berkeley, and RSSP 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.
Ability to communicate effectively (both verbally and in writing)
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.
At least two (2) years of work experience in a professional office environment, experience in a college/university housing or property management organization showing progressive, increased responsibilities and/or equivalent training/experience.
Knowledge of TMA and StarRez systems.
Basic understanding or knowledge of the University environment, its mission, and operational needs.
Possess/develop a thorough understanding of Housing Facilities) and RSSP administrative policies and procedures as well as a basic understanding of campus fiscal processes.
Knowledge of facilities maintenance, construction, and custodial operations terminology.
This is a 100% full-time (40 hrs a week) non-exempt career position, which is paid bi-weekly and eligible for full UC Benefits. Hourly pay for this role is commensurate with experience starting at $30.79 (Step 9).
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 meets the following background check criteria:
Care, safety, and security of people or property (has direct contact with children in Family Housing and child care facilities)
Access to detailed personally identifiable information about students, faculty, staff, or alumni which might enable identity theft (use of resident rosters, etc.; assisting potential hires with background check paperwork.)
Possession of building master or sub-master key access to residences and certain other facilities (has access to master lockbox for residential keys)
If driving, infrequent operation of University vehicles as part of assigned job duties (will use University vehicle to occasionally attend meetings, trainings and make deliveries/pick-ups at RSSP and other Campus locations).
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:
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.