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Job ID: 189005

Administrative Assistant 3 (4722C) BEARS Region - 37764
University of California, Berkeley

Date Posted Jul. 5, 2022
Title Administrative Assistant 3 (4722C) BEARS Region - 37764
University University of California, Berkeley
Berkeley, CA, United States
Application Deadline Open until filled
Position Start Date Available immediately
  • Classified Staff
  • Administrative Support/Services

Administrative Assistant 3 (4722C) BEARS Region - 37764

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.

Departmental Overview

Berkeley Regional Services (BRS) provides reliable, high quality administrative support for UC Berkeley in the areas of Business & Financial Services, Human Resources & Academic Personnel Support, Information Technology (IT), and Research Administration.

Application Review Date

The First Review Date for this job is: 7/5/2022


This position is responsible for the day to day records management, maintenance and retention of U.C. Berkeley Personnel files with minimum supervision. The incumbent must use a variety of knowledge for different systems ( Box. Microfiche, Page Center Footprints historical database, I-9 Tracker, E Verify, Cal Answers, UC Path and DocuSign) and a variety of policies ( USCIS, UCB Record and File retention policies). The position ensures accurate data in all systems. Analyze, prepare, and distribute reports and statistics based on information compiled from various sources. Will be responsible for managing and ensuring employees who require E-verify are processed in accordance with Homeland Security and USCIS rules.
This position is providing administrative support to Campus wide Departments, BRS Regional Services and UC People and Culture Office, Records Management team, Academic and Staff employees. Will also assist with process workflow and maintenance of all academic, student and staff employment records. Responds to Service Now ticket system, personnel file audits and creation, alphabetizing loose personnel file documents, filing, and maintenance of 1-9 files, respond to file review request and annual I-9 and personnel file purges.

Required Qualifications
  • Demonstrated records management experience in a fast-paced setting
  • 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.
  • Attention to detail.
  • Clear understanding of Form 1-9 regulations.
  • Ability to accurately alphabetize and file.
  • Superb organizational and time management skills.
  • Ability to establish priorities and work independently and as part of a team.
  • Intermediate knowledge of PC based software (MS Office-Word, Excel, PowerPoint,email; etc.). Demonstrated skill to create presentations and appropriate business documents using said software.
  • Skills to apply knowledge of confidentiality and record retention policies to employment files and data.
  • Easily adaptable to work environment.
  • Demonstrated record keeping and file management skills to organize, accurately document, and retrieve data in a variety of formats (Hard Copy, Electronic, etc.).

Preferred Qualifications
  • Knowledge of UC personnel and records policies and procedures. Basic understanding or knowledge of the University environment, its mission, and operational needs. Experience in a professional office environment in a college and/or university setting. Ticketing systems experience. Intermediate records filing experience. Familiarity with USCIS E-verify,

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:

How to Apply

Please submit your cover letter and resume as a single attachment when applying. Please upload the document in the Resume section, then skip the (optional) Cover Letter upload section.

Other Information

This is a career, 100% full-time, 40-hours per week appointment, eligible for full UC benefits.

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

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:
For the complete University of California nondiscrimination and affirmative action policy see:

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