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Job ID: 163978

Executive Receptionist, Dean's Office (4722C), Haas School of Business 21411
University of California, Berkeley


Date Posted Jul. 26, 2021
Title Executive Receptionist, Dean's Office (4722C), Haas School of Business 21411
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
 
 


Executive Receptionist, Dean's Office (4722C), Haas School of Business 21411

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.

Application Review Date

The First Review Date for this job is: August 6, 2021

Departmental Overview

UC Berkeley's Haas School of Business offers a unique opportunity to champion new ideas, collaborate across boundaries, and continually learn in a workplace committed to increasing diversity and creating a welcoming environment for all. Our distinctive culture is captured within our four Defining Leadership Principles: Question the Status Quo, Confidence Without Attitude, Students Always, and Beyond Yourself. These principles distinguish Berkeley Haas as a unique environment, conducive to teamwork, collaboration, and career growth.

For more information about the Haas School of Business visit: https://haas.berkeley.edu/about/

The Executive Receptionist serves as the first point of contact for visitors to the Dean's Office. The Executive Receptionist provides assistance and guidance to faculty, students, corporate visitors, distinguished guests, and campus colleagues on behalf of the Dean and the Senior Management Team. Under general supervision, the Executive Receptionist works with members of the Dean's Office to coordinate projects, schedules, and events. The Executive Receptionist is responsible for providing superior administrative support to the Dean's Office, as well as providing excellent customer service to the School's constituents, as well as coordinating workflow priorities to meet multiple deadlines.

Responsibilities

EXECUTIVE RECEPTION:

Assist staff and visitors to the Dean's Office and serve as a principal resource for inquiries concerning the Dean, the School, and its senior managers. Provide confidential executive support at the highest level to business and government leaders, university officials, students, prospective students, faculty, staff, and members of the media.
  • Responsible for the daily opening of the Dean's office.
  • Manage reception services including: Greeting & directing guests, as well as answering questions. providing assistance to students, faculty & staff , answering incoming calls & emails, and prioritizing messages according to urgency.
  • Administrative tasks as assigned including: Calendaring, filing, sorting & distributing correspondence, updating Campus & Dean's Office business processes as it applies to Haas, as well as serving as a backup Admin Assistant for the Dean's admin team
  • Manage the parking pass reservation system for Haas, which includes the Haas Loading Dock and Reserved spaces.
  • Responsible for calendering including Managing the Dean's Conf. Room calendar, coordinating with Senior Leadership about upcoming meetings, special activities, and other calendaring requests as needed.
  • Review urgent or special inquiries with the Dean's Executive Assistant.
  • Other administrative duties as assigned or requested by Dean's Admin Team or Senior Leadership.


SPECIAL EVENTS & ACCOUNTING:

Assist with coordination of special events for Academic and staff events. Some examples would be Faculty meetings, Professional Faculty Breakfasts, Academic Planning, and Town Hall. In addition, provide assistance as necessary to support the activities of the Dean and the Event Coordinator for planning and coordinating, conferences, guest lectures, student meetings, and similar events hosted by the deans.
  • Coordinate catering needs for events and meetings.
  • Reserve facility spaces.
  • Coordinate necessary audio-visual services.
  • Serve as backup to other Dean's office administrators.
  • Process invoices for the dean's office activities.
  • Reconcile Entertainment Card transactions.


Professional Learning and Growth
  • Embraces the principle of being a "student always" by engaging in opportunities for training, workshops, seminars, continuing education pertinent to the position, or at the suggestion of the supervisor.
  • Actively contributes to a team environment that fosters and promotes a culture of diversity, equity, inclusion, and belonging (DEIB) within the unit and at Haas.
  • Engages in ongoing education to promote diversity, equity, inclusion & belonging by completing University-sponsored certifications & training sessions (Ie: MEP Workshop, Implicit Bias Certification, LinkedIn Learning workshops, and other workshops & seminars offered by the University or Haas, as they are made available) or by engaging in external seminars & resources related to DEIB.
  • Exemplifies Haas Defining Principles: students always, confidence w/o attitude, question the status quo, and beyond yourself.


Required Qualifications
  • Experience providing reception and administrative support to a busy front office.
  • Requires excellent verbal and written communication skills.
  • Previous administrative experience including filing, calendaring, answering phones, interacting with and answering questions, and providing direction to a variety of individuals.
  • Excellent interpersonal skills, demonstrating a desire to promote diversity, equity, inclusion and belonging to establish and maintain positive & professional working relationships with colleagues, students and team members.
  • Exemplifies Haas Defining Principles: students always, confidence w/o attitude, question the status quo, and beyond yourself.
  • Demonstrates an understanding of and commitment to diversity, equity, inclusion, and belonging in a business, organization or public university setting.
  • Strong multitasking skills to coordinate multiple events/tasks, respond to urgent requests and prioritize work.
  • Must maintain confidentiality.
  • Excellent customer service and analytical skills to assist with questions about policies & procedures and resolve basic situations.
  • Experience with MS Office Suite and familiarity with Google Suite, expense report systems, PO systems, and online accounting software.
  • Experience working in situations with little direction or an integral member of a team-oriented office.
  • Must be available to work in person, Monday -Friday, 8:00 am - 5:00 pm or 8:30 am - 5:00 pm.
  • Strong attention to detail to be able to receive detailed tasks and assignments.


Preferred Qualifications
  • Basic knowledge of a higher education environment.


Salary & Benefits

This is a non-exempt, bi-weekly paid position. Hourly pay is commensurate with experience, within the Union negotiated rates, up to Step 8.0 / $30.07 per hr.

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

https://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: 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:

https://www.eeoc.gov/sites/default/files/migrated_files/employers/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=21411&PostingSeq=1

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