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Job ID: 130457

Administrative Assistant III (4722C) - 27342 - 1183
University of California, Berkeley


Date Posted Oct. 3, 2019
Title Administrative Assistant III (4722C) - 27342 - 1183
University University of California, Berkeley
Berkeley, CA, United States
Department
Application Deadline Open until filled
Position Start Date Available immediately
 
 
  • Classified Staff
  • Administrative Support/Services
 
 


Administrative Assistant III (4722C) - 27342 - 1183


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: August 9, 2019

Departmental Overview

Berkeley Regional Services (BRS) is comprised of six (6) "service regions" that provide local high-quality administrative support to their groupings of schools, colleges and departments. Central HR Berkeley Regional Services (BRS) provides centrally supported services to the Berkeley campus and to the Regions in the area of onboarding activities for new campus employees. Visas support and Records Management. BRS is committed to developing a culture in which employees are actively engaged in the work, mission, and vision of the organization and of UC Berkeley.

Berkeley Regional Services (BRS) also provides central services to campus in the areas of:
1. Onboarding for newly hired employees
2. Benefits and Leaves support
3. Visas support
4. Records Management

Responsibilities

Team Process Coordination:
  • Organize and coordinate logistics on behalf of team in support of 28,000 campus customers.
  • Scheduling and calendaring on-boarding sessions with new employees, including tracking responses and following up.
  • Respond to questions from new hires in regards to on-boarding, UC Berkeley or UC-wide programs, personnel policies, and procedures.
  • Review ticketing system throughout the day, analyzing incoming requests, status of current items and assigning request inquiries to the appropriate FC team member for triage.
  • Ensure accurate records and timely transmittal of documents to appropriate CSS teams for processing, reporting, and audit requirements.
  • Maintain accurate data in files, logs, databases and ticketing system.
  • Coordinate communication with HR Partners and/or managers, if needed, for missing information.
  • Manages sensitive and confidential information and effectively and collaboratively interacts with CSS teams and client groups. Act as a good steward with university and customer resources.
  • Use independent judgment to access required actions in a variety of situations.


Satellite Office:
  • Provide staffing at Satellite Office on a rotational basis.
  • Greet, direct, and provide information in a professional manner via phone, in person, and online to employees, managers, campus units, and others regarding on-boarding and other general information.
  • Responsible for checking in new hires for on-boarding sessions; ensuring all hires have appropriate documentation for hiring including I-9, Visa and Work Authorization.
  • Responsible for maintaining and coordinating office space.


Other Projects:
  • Other duties and projects to optimize FCT processes and operations as assigned.
  • Will analyze current processes and recommend projects and process improvements to enhance customer experience.



Required Qualifications

  • Excellent interpersonal and customer service skills.
  • Knowledge and experience coordinating, troubleshooting and responding to customer service requests.
  • Excellent attention to detail and accuracy.
  • Ability to research special projects as assigned and produce and organize reports to summarize findings, communicating the information clearly and effectively.
  • Ability to understand, interpret, and apply University rules, regulations, and policies
  • Skill to contribute as a team player in a respectful and professional environment.
  • Ability to communicate clearly, accurately, and effectively in English, both verbally and in writing, with a diverse group, including staff, co-workers, campus partners, etc.
  • Demonstrated writing skill, using correct grammar, spelling, and punctuation to compose and edit documents effectively.
  • Demonstrated knowledge of proper business formats and ability to prepare professional documents.
  • Intermediate knowledge of PC based software (MS OfficeWord, Excel, PowerPoint, Visio; email; etc.).
  • Must demonstrate ability to learn University systems.
  • Demonstrated skill to create presentations and appropriate business documents using said software.
  • Detail oriented, accurate, and able to handle competing deadlines and multiple tasks with frequent interruptions.
  • Demonstrated skill in scheduling meetings and coordinating multiple calendars with calendaring software.
  • Demonstrated skills in following up with multiple client's requests simultaneously and in a timely manner
  • Proven ability to maximize relationships within a medium size team and externally with cross-functional teams
  • Demonstrated record keeping and file management skills to organize, accurately document, and retrieve data in a variety of formats (Hard Copy, Electronic, etc.).
  • Ability to exercise integrity and discretion in all matters and to protect confidential information.
  • 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.



Preferred Qualifications

  • Demonstrated experience in establishing priorities, following plans and completing goals/objectives in a timely manner.
  • Knowledge and experience gained in two or more progressive years of professional administrative, project, and fiscal experience in a professional office environment.
  • Possess basic knowledge of human resources policies, programs and University policies and procedures.
  • Knowledge of UC Berkeley's Human Capital Management System (HCM) or other HRIS system.
  • Working knowledge of the Campus Personnel Payroll System (PPS).



Salary & Benefits

This position is a non-exempt, bi-weekly paid position. Hourly pay for this role is commensurate with experience.

For information on the comprehensive benefits package offered by the University visit:
http://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

How to Apply

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

Other Information

This position is governed by the terms and conditions in the agreement for the Clerical & Allied Services Unit (CX) between the University of California and Teamsters Local 2010. The current bargaining agreement manual can be found at: http://ucnet.universityofcalifornia.edu/labor/bargaining-units/cx/index.html

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=1183&PostingSeq=1

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