First Contact Administrative Assistant (4722C), Central Services, Berkeley Regional Services -
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: May 2, 2019
Departmental Overview Berkeley Regional Services (BRS) is comprised of six (6) Regions which provide services to specific 'groupings/clusters' of schools, colleges, and organized research units (5 academic, 1 all other). This regional approach to providing administrative services is intended to improve service quality by re-establishing personal connections and to develop more local expertise.
Berkeley Regional Services (BRS) also provides central services to campus in the areas of: Onboarding for newly hired employees Benefits and Leaves support Visas support Records Management
Responsibilities Team Process Coordination:
Organize and coordinate logistics on behalf of team in support of 28,000 campus customers.
This will include, but is not limited to:
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.
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 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.
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
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 is a non-exempt, bi-weekly paid position. Hourly pay with be commensurate with experience, within the Union negotiated rates.
How to Apply Please submit your cover letter and resume as a single attachment when applying.
Other Information This position is a 40-hour a week, Limited Appointment (Temporary) for up to 6-months, supporting our Summer Surge project.
In accordance with ARTICLE 28.B.5.b: Limited Appointment: The automatic conversion to career status, as provided in Section B.2. above will not occur when one or more of the following occur: b. The position into which the employee is hired is not an ongoing position, in that the position is established and funded for 18 months or less at any percent of time. In the event the position is funded beyond 18 months, the limited appointee shall be converted to career retroactive to the first of the month following attainment of 1000 hours; except that nothing in this subparagraph precludes the University from releasing the limited appointee prior to the effective date of the funding extension.
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.
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.