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Administrative Assistant III (4722C) #24675

Company: University of California-Berkeley
Location: Berkeley
Posted on: March 14, 2018

Job Description:

Job Description

Job Title:

Administrative Assistant III (4722C) #24675

Job ID:



Main Campus-Berkeley

Full/Part Time:



Housing & Dining Services




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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 acceptance academic and artistic, political and cultural make 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

Application Review Date

The First Review Date for this job is: March 20, 2018

Departmental Overview

Residential and Student Services Programs is part of the Division of Student Affairs under the direction of the Associate Vice Chancellor of Residential and Student Service Programs (RSSP). RSSP provides and manages residential student housing, residential life programs, custodial and maintenance services, capital and minor capital projects, self-operated dining services for undergraduate and graduate students and their families, as well as child care services for students, faculty, and staff. RSSP also conducts a year-round conference business, operates seven campus restaurants, and manages twenty-six faculty apartments. Cal Dining is a department in RSSP that has over 500 student, limited, and career employees and provides over 37,000 meals per day.


Under the direction of the Assistant Director, this position's primary function is to meet the administrative needs of Cal Dining while performing a variety of administrative functions, including: research, compiling and assisting in data analysis, writing/editing documents, coordinating and preparing presentations, calendar/meeting management, attending meetings, filing and other relevant tasks as requested. Manage documents. Takes notes, prepares written meeting minutes, and creates memoranda in proper business formats. Organizes meetings and supports professional search processes, assists in planning and facilitation of departmental trainings, collects items for signature, coordinates communication among departmental units, assists in coordination and analysis of various Cal Dining programs, coordinates travel arrangements and prepares travel-related documents. Assist other Cal Dining staff with specific projects as assigned through the Assistant Director.

General Departmental Administration

* Provide primary administrative support and manage daily office operations for central Cal Dining.
* Coordinate communication among departmental units.
* Attend meetings as required or requested.
* Direct and train student employees on projects and processes.
* Organize, schedule, coordinate, and provide administrative support for recruitment processes.
* Create, proofread, edit, update, and ensure timely distribution of: various documents, correspondence, operational calendar, manuals (e.g. Cal Dining organizational standard operating procedures, administrative desk manual), directories, etc.
* Ensure above materials are in proper business formats, accurate, grammatically correct, and handled confidentially, as required.
* Greet, direct, and provide information in a professional manner via phone, in person, and online to students, staff, faculty, and visitors regarding: general information for Cal Dining/RSSP, meal plans, debit cards, Cal Dining website, etc.
* Coordinate the maintenance, cleaning, fueling, and use of central Dining vehicles. Pick-up and distribute mail.
* Prepare, maintain, track, process, reconcile and correct errors in a timely manner for: travel and entertainment requests and reimbursement, recharges to other campus entities, transaction documents, financial reports (as requested), invoices, spreadsheets, etc. following appropriate University/departmental guidelines.
* Make low-value purchases for office supplies and related items.
* Follow up and resolve any problems related to the above.
* Coordinate and book travel and lodging arrangements.
* Determine and implement new methods for tracking and correcting procurement transactions that do not conform to UC Berkeley purchasing guidelines.
* Create procedures in order to ensure appropriate use.
* Develop, track, coordinate, and maintain documentation, spreadsheets, databases, and computer systems related to staffing: employee transfers, academic year staffing, and summer scheduling and staffing, and performance evaluations.
* Drafts and distributes documents related to staffing in a timely manner to ensure compliance with bargaining agreements and operational timelines.
* Coordinate all pre-meeting and post meeting activities such as: agenda items, background materials, room locations, transportation, notifications, equipment set up/take down, conference calls, catering, notes, follow-up on action items, and minutes.
* Develop and implement a document (both electronic and hard copy) control system in an effort to keep sensitive business and personnel records and files up-to-date with the most relevant and current information (as required by policy or statute of limitations).
* Organize, label/code, update and maintain departmental filing by pulling out-of-date information and redundancies.
* Collect and analyze data required for special projects as directed; interpret and appropriately disseminate findings. Independent assignments (such as uniform expense tracking and handbook creation), special projects (such as coordinating training programs) and other relevant duties as assigned.

Required Qualifications

* Knowledge and experience gained in two or more progressive years of professional administrative, project, and fiscal experience in a professional office environment. (Preferably in a college and/or university setting).
* Intermediate to advanced knowledge of PC based software (MS Office Word, Excel, PowerPoint, Visio). Must demonstrate ability to learn University systems. Demonstrated skill to create presentations and appropriate business documents using said software.
* Must know how to produce reports, organize and communicate information clearly and effectively.
* Must demonstrate knowledge of proper business formats and ability to prepare professional documents.
* Knowledge and experience coordinating, troubleshooting and responding to customer service requests.
* The detail orientation, initiative and ability to organize and maintain records.
* Knowledge of safe work practices.
* Excellent interpersonal and organizational skills.
* Must have strong customer service skills.
* Demonstrated skill in scheduling meetings and coordinating multiple calendars with corporate time or similar software.
* Demonstrated record keeping and file management skills to organize, accurately document, and retrieve data in a variety of configurations (Hard Copy, Electronic, etc.).
* Effective oral (in person and/or by telephone) and strong written communication skills.
* Demonstrated writing skill. Use of correct grammar, spelling, and punctuation to compose and edit documents effectively.
* Excellent proofreading skills to review personal work as

Keywords: University of California-Berkeley, San Francisco, Administrative Assistant III (4722C) #24675, Administration, Clerical, Berkeley, California

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