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Job ID: 235771

Administrative Assistant (4722C) - Engineering Student Services
University of California, Berkeley

Date Posted May 8, 2024
Title Administrative Assistant (4722C) - Engineering Student Services
University University of California, Berkeley
Berkeley, CA, United States
Department Engineering Student Services
Application Deadline Open until filled
Position Start Date Available immediately
  • Professional Staff
  • Administrative Support/Services
    Fiscal Services

Administrative Assistant (4722C) - Engineering Student Services

About Berkeley

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

Departmental Overview

The College of Engineering at UC Berkeley is recognized for its educational and research excellence, consistently ranking among the top three Engineering colleges in the United States. With more than 250 faculty members, 4,200 undergraduate and 2,400 graduate students, Engineering is the second largest college on the Berkeley campus. Operating expenditures for the College as a whole are close to $200 million annually.

Engineering Student Services (ESS) provides advising and counseling to currently enrolled undergraduate and graduate students, hundreds of prospective students, parents, faculty, and other administrative units as well as a portfolio of K-12 initiatives. ESS ensures consistent application of college and university policies; participates in outreach activities, and provides initiatives for personal, professional, and leadership development of engineering students. With twenty professional staff, the ESS Administrative Assistant III provides administrative support for undergraduate advising, graduate student services & K-12 programs.

The ESS Administrative Assistant provides administrative support to 3 of the ESS units: K-12 Programs, Advising and Policy, and Graduate Student Services.

Application Review Date

The First Review Date for this job is: May 21, 2024 - Open Until Filled


50% Administrative: Provide support with planning & coordinating large scale activities such as, but not limited to GBO, Girls in Engineering, NextProf Nexus, Graduate Pathways to STEM and other special events as well as ongoing programs such as Graduate Professional Development Series, Engineering Ambassador activities for pre-college students. Duties include room reservations, catering, travel arrangements for guests, transportation, ordering of supplies, arranging services (rentals, custodial, etc), reimbursements and financial reconciliation (see financial responsibilities above). Attend program related meetings and take official notes (ie monthly GSAO meeting, Girls in Engineering planning meetings, etc).

25% Financial: Process purchase orders, reimbursements (including travel). Maintain records for credit and PO purchases. Assist Dean's Office accounting staff to reconcile credit purchases for verification processing. Coordinate fiscal matters with Accounting Specialist in Dean's Office.

20% Reception and front-line support (2 days/week): Create and nurture a welcoming, friendly and inclusive climate at the front desk to every visitor to ESS front desk, including students, staff, faculty or visitors. Provide outstanding service to current students, addressing their needs and questions in an engaging, friendly and timely manner; answer questions and needs of any and all visitors to the ESS lobby. Ensure students are seen in a timely manner. Manage student flow during regular and drop-in advising appointments. Answer telephone calls and emails to ESS in a professional, courteous, enthusiastic and timely manner. Supervise front desk student helpers when primary front desk admin is away.

5% Other duties as assigned by supervisor.

Required Qualifications

  • High school diploma or equivalent experience.
  • Requires interpersonal and work leadership skills to provide guidance to other nonexempt personnel.
  • Skill in managing student sensitive and confidential material in compliance with federal regulations such as FERPA and maintaining a high level of confidentiality.
  • Ability to multitask while managing multiple office demands.
  • Available to work some weekends and evenings.

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 $28.44 to $36.46 hourly. This is a non-exempt, 100% FTE career position eligible for full benefits.

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.

Mandated Reporter

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, please see the U.S. Equal Employment Opportunity Commission poster.

The University of California's Affirmative action policy.

The University of California's Anti-Discrimination policy.

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