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Job ID: 132336

Administrative Assistant (4722C) Job - PATH - 2344
University of California Berkeley


Date Posted Oct. 25, 2019
Title Administrative Assistant (4722C) Job - PATH - 2344
University University of California Berkeley
Berkeley, CA, United States
Department N/A
Application Deadline Open until filled
Position Start Date Available immediately
 
 
  • Professional Staff
  • Administrative Support/Services
 
 


Administrative Assistant (4722C) Job - PATH - 2344

About Berkeley

The University of California, Berkeley, is one of the world's most iconic teaching and research institutions. Since 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world. Berkeley's culture of openness, freedom and acceptanceacademic and artistic, political and culturalmake it a very special place for students, faculty and staff.

Berkeley is committed to hiring and developing staff who want to work in a high performing culture that supports the outstanding work of our faculty and students. In deciding whether to apply for a staff position at Berkeley, candidates are strongly encouraged to consider the alignment of the Berkeley Workplace Culture with their potential for success at http://jobs.berkeley.edu/why-berkeley.html.

Application Review Date

The First Review Date for this job is: 11/6/19

Departmental Overview

This position will provide support to the Connected Corridors program. The Connected Corridors program is a program within PATH/ITS/College of Engineering that is researching and developing solutions to traffic congestion. Please see the website at:

connected-corridors.Berkeley.edu





Responsibilities

50% Project Support including:
  • Prepares correspondence, reports, meeting minutes and edits documents.
  • Analyze financial data from various sources, verifying all transactions and compiling the corresponding backup to review with the Program Manager and forward final approved paperwork to the Sponsor.
  • Manages and tracks encumbrances and fund balances.
  • Maintains online and hard copy files.
  • Maintains financial records and expenses.
  • Updates databases and spreadsheets as needed.
  • Prepares complex reimbursement documents.
  • Plans and coordinates travel arrangements for multiple staff.
  • Plans and coordinates entertainment arrangements for meetings and events
  • In coordination with the Project Manager and/or other staff, complete various assignments and projects in a timely manner.
  • Independently provide analysis, administrative policy recommendations, and/or manage special projects in coordination with the Project Manager and/or staff.


30% Administrative Support including:
  • Manages the weekly report process for all staff, students, and researchers in the program; posts weekly report online.
  • Answers telephone calls, distribute mail and keeps supply inventory current and supplies ordered.
  • Assists with supervising undergraduate student workers, preparing schedules, etc.
  • Assists in managing the calendar for the department's conference room.
  • Reserves conference rooms and/or space for meetings and/or events.


20% Liaison with Other Departments including:
  • Coordinates with the RSO in the transfer of funds into accounts and manages funds in multiple accounts and programs/projects (including reimbursements).
  • Coordinates hiring students on grant or other fund sources.
  • Prepares and submits reimbursements and payments.
  • Submits purchase requests through the BearBuy system.
  • Works with HR and supervisor to develop job descriptions, facilitate benefits communications and other HR support functions as needed.
  • Reports room and building needs and/or issues with Facilities.
  • Coordinates conference room reservations with various admin in other departments/buildings.
  • Coordinates IT services for the department staff/student workers/visitors.
  • Coordinate keycard access to our office for visitors/staff/students with ITS main office.


Required Qualifications
  • Working knowledge of office procedures in all areas.
  • Working knowledge of Microsoft Office Suite.
  • Experience working with financial management and records management.
  • Demonstrated ability to work individually and as part of a team.
  • Ability to use discretion and maintain confidentiality.
  • Ability to use judgment in responding to issues and concerns and in solving problems.
  • Well developed organizational, multi-tasking, coordination, and problem-solving skills, as well as the ability to work under pressure and meet demanding deadlines.
  • Proficiency in working with computer and information management systems; demonstrated competence in the use of spreadsheet and databases in financial analysis, fiscal management, and financial reports.
  • Strong attention to detail and thoroughness in work product.
  • Effective verbal and written communication skills, ability to interact effectively with faculty.


Preferred Qualifications
  • Familiar with Box, CalAnswers, BearBuy, ERSO Intranet, Travel and Entertainment Reimbursement System, BFS, Direct Bill, Connexxus, Microsoft Office Suite, Google Suite, Adobe Acrobat, Visio, and Phoebe.


Salary & Benefits

For information on the comprehensive benefits package offered by the University visit:

http://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html
  • The hourly salary range designated for this position: $24.17 - $28.34; however, starting salary will be commensurate with experience.


How to Apply

Please submit your cover letter and resume as a single attachment when applying.

Conviction History Background

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.

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: http://www.eeoc.gov/employers/upload/poster_screen_reader_optimized.pdf
For the complete University of California nondiscrimination and affirmative action policy see:
http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct

To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucb/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=2344&PostingSeq=1

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Contact Information

 
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