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.
Residential and Student Service Programs (RSSP) is part of the Division of Student Affairs under the direction of the Assistant Vice Chancellor of RSSP. RSSP provides student housing, residential life programs, self-operated dining services for undergraduate and graduate students and their families, and child care services for students, faculty, and staff; it also conducts a year-round conference business, operates eleven campus restaurants, and manages twenty-six faculty apartments.
Application Review Date
The First Review Date for this job is: January 3, 2022
For full consideration, please apply by January 9, 2022
Administrative and Operational Support
Provide primary administrative support for Housing Facilities departments.
Develops and maintains the Housing Facilities organizational standard operating procedures, administrative desk reference manual, and operational calendar outlining specific activities for each facet of the complex Housing Facilities organization.
Conducts periodic reviews of department processes and standard operating procedures to ensure compliance with federal and state legal requirements and internal policies.
Maintains organization of compliance and regulatory documentation.
Prepares and/or transcribes correspondence, spreadsheets, presentations, flyers, announcements, internal forms and documents, and other written materials for department management team and program use and/or distribution.
Proofread documents for accuracy and grammar, and ensure all outgoing documents and memoranda are in proper business formats.
Coordinates and collaborates with Student Affairs Communications to ensure information on the Housing Facilities departmental website and work request portal is accurate and current.
Functions as a resource on issues such as escalated customer service problems and vendor concerns. Uses discretion to resolve issues and establish smooth operations and processes throughout the department.
Responsible for managing, updating, and maintaining a comprehensive office filing system and tracking systems.
Develops and implements a document (both electronic and hard copy) control system 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).
Supports Housing Facilities staff in resolving IT issues, cell phone issues, and technology procurement requests.
Coordinates the Housing Facilities driver program, ensuring that all necessary staff are enrolled in the monitoring program, ensure maintenance and use of Housing Facilities vehicles follow campus guidelines.
Tracks vehicle usage, maintenance tracking, fuel purchase records, vehicle condition reports, and other major equipment and records.
Coordinates communication among departmental units.
As necessary, greets and directs departmental visitors and provides general information on the phone and in person regarding Housing Facilities/RSSP.
Answers inquiries and provides consistent, appropriately researched answers to the public, students, and University personnel by phone, email, or in person.
Ensures daily pick-up and distribution of mail.
Analysis and Planning
Provides direct analytical support to the Executive Director as well as all levels of the department leadership to improve operational planning, administrative processes/policy development and budget with a focus on better utilization of departmental resources (time, people, and money).
Applies professional concepts to perform analysis of data and program to moderately complex projects, policies and/or processes and functions, including performing analytical studies on a variety of policies and issues within the program.
Using appropriate research methodology, gathers and assembles analytical and factual data on assigned programs and issues to evaluate current and proposed services.
Recommends potential solutions and approaches.
Using subject matter knowledge, collects and prepares information in the most effective presentation format that synthesizes generally complex data and issues into easy to interpret.
In coordination with the Executive Director, develops and maintains departmental budgets and administers day-to-day financial transactions within the $26 million-dollar Housing Facilities operational budget.
Prepares, researches, and processes all paperwork to establish vendors as needed.
Coordinates purchases for central administrative staff or program-wide projects.
Anticipates purchasing cycles and needs; ensure complete and timely purchases.
Tracks orders from initial purchase through receiving and payment of invoice, including service agreements, contracts, and standard low value orders.
Follows-up on any problems related to orders, invoicing and/or reimbursements.
Works closely with Finance Office staff to reconcile departmental transactions, ensure accuracy in charges, and correctness in cost accounting.
Investigates discrepancies and deviations from expected targets, and informs management of findings.
Maintains transaction documents and prepares financial reports for department leadership review.
Plans and prepares the mid-year, proposed annual budget and fiscal close reports for the Housing Facilities central budget and assists Finance with the departmental process.
Responsible for tracking and correcting Housing Facilities BluCard transactions that do not conform to UC Berkeley purchasing guidelines.
Provides timely submission of all reimbursements and invoices.
Provides support for Housing Facilities Bulk Purchasing activities including purchasing contracts for services and maintaining spreadsheets for major supply purchases such as: contract cleaning to include summer room cleaning, carpet cleaning, window washing, and trash chute cleaning, summer linen contracts for service and purchase of linen.
Calendar and Meetings
Evaluates and prioritizes requests for the Executive Director's time in an effort to schedule and coordinate a dynamic calendar of activities.
Coordinates all pre-meeting and post meeting activities such as: scheduling room locations, coordinating conference calls, arranging for catering, preparing background materials, preparing and distributing agenda, taking notes, following-up on action items, and meeting minute distribution.
Ensures that room and equipment are ready for presentations at meetings.
Responsible for the above related to off-site meetings.
Provides guidance to supervisors and managers in developing job descriptions, facilitating benefits communications, and providing guidance on compensation programs, personnel policies, and procedures.
Organizes, schedules, and provides administrative support for confidential recruitments and professional search processes.
Assists in the coordination of the annual limited appointment recruitment.
Maintains and updates the RSSP Organizational Charts on a quarterly basis unless otherwise specified.
Responsible for most aspects of Student Assistant recruitment and hiring process, including but not limited to: job postings, interviews, work-study referrals, hiring tickets, etc.
Serves as the custodian of Housing Facilities active directory documents, including phone directory, birthday list, and email listserv.
Distributes Human Resources and payroll documents/correspondence as directed in a timely and confidential manner.
Supports Staff Development and Recognition programs such as: Spot Awards, Star Awards, and Service Awards.
Travel and Entertainment
Prepares travel vouchers and expense requests following University/departmental travel and entertainment guidelines.
Coordinates as well as book travel and lodging arrangements and prepare travel-related documents.
Follows up with traveler and payroll to ensure timely processing of travel and entertainment reimbursements.
Manages independent assignments (such as uniform expense tracking and handbook creation), special projects (such as coordinating training programs), and other relevant duties as assigned.
Work periodically in all areas of Housing Facilities: maintenance, custodial, front desk operations, family housing, etc.
Serve as back-up for Assistant Vice Chancellor & Chief Operating Officer's Executive Assistant.
Attend meetings as required or requested.
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.
Knowledge and experience gained in two or more progressive years of professional administrative, project, and fiscal experience in a professional office environment.
Advanced knowledge of PC-based software (Word, Excel, PowerPoint, Google Suite, and Visio.)
Can quickly learn common organization- or research specific and other computer application programs
Experience in organization budget preparation/accounting practices.
Must know how to produce reports, organize, and communicate information clearly and effectively.
Knowledge of safe work practices.
Excellent interpersonal and organizational skills.
Effective oral (in person and/or by telephone) and strong written communication skills.
Must have strong customer service skills to coordinate, troubleshoot, and respond to service requests from staff, contractors, outside consultants, and members of the campus community
Demonstrated skill in scheduling meetings and coordinating multiple calendars with corporate time or similar software.
Demonstrated record keeping and file management skills to organize, accurately document, and retrieve data in a variety of configurations (Hard Copy, Electronic, etc.).
Skill to contribute as a team player in a respectful and professional environment.
Ability to understand, interpret, and apply University rules, regulations, and policies.
Proficient in the ability to use discretion and maintain all confidentiality.
Demonstrates ability to use sound judgment in responding to issues and concerns.
Proficient in the ability to multi-task with demanding timeframes.
Knowledge and experience gained in two or more progressive years of professional administrative, project, and fiscal experience in a professional office environment such as in a college and/or university setting.
Experience with inventory systems and databases.
Basic understanding or knowledge of the University environment, its mission, and operational needs.
Can quickly 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, custodial operations, and construction terminology.
Demonstrates ability to analyze, research and synthesize large amounts of data with strong attention to detail.
Salary & Benefits
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 within the range of $36.08-$39.47 (step 11 to 15)
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:
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.