Classroom Reservation and Event Coordinator (4722C) - 27314 - 1208
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 8, 2019
The Office of the Registrar supports every registered student, as well as all the faculty and staff who interact with them. Specifically, we are responsible for:
Class enrollment and registration
Verifying registration and graduation
Preservation and privacy of student records
Schedule of classes
Reservations for 200+ classrooms
Determining residency for tuition purposes
Assisting special populations such as US veterans and service members
The Classroom Scheduling and Management Unit maintains the Class Schedule Database (Campus Solutions) and the Room Scheduling System (Series 25) and related data vital to the smooth functioning of the Office of the Registrar. The office disseminates class schedule and enrollment information to the campus in the Schedule of Classes and Schedule of Final Examinations. The office schedules and coordinates all one-time events in general assignment classrooms for campus departments and student organizations.
This position serves as the reservation specialist who will schedule, manage and coordinate all the classroom reservations for one time use and large campus events. The incumbent will supervise, train, and delegate tasks to student workers and manage the daily operations of the events and reservation unit. The reservation specialist will communicate with campus partners and student organizations regarding their events and coordinate all required documents as well as process work orders and track accounting of payments. Responsibilities
Classroom Event Reservation Scheduling :
General Assignment Classroom:
Oversees the process for reservations of over 24,000 reservations annually in the 209 general assignment classrooms from academic and administrative departments and student group representatives.
Determines room assignments and adjustments, compliance and receipt of all required documents.
Works with campus partners and students to coordinate large events and devises creative solutions for unusual situations under severe time constraints.
Recommends other on and off campus sites that might be appropriate for special events.
Analyzes reservation requests to ensure conformance with university and Office of the Registrar scheduling policies.
Participates in the development of organizational procedures and establishment of scheduling policies to ensure quality control.
Composes and edits correspondence to notify room users on all aspects of the special event scheduling policies.
Work Study Supervision/Delegation:
Responsible for supervising approximately 4 classroom reservation student workers in all logistics and coordination of campus reservations and events.
Responsible for hiring and training student staff, managing performance outcomes, and assisting with performance issues.
Responsible for creating student work schedules for all shifts.
Adjusts work schedules for vacancies, absences and is responsible for ensuring full staffing.
Delegation daily operations and preparation of daily tasks, projects, and classroom management work.
Works with Classroom Manager and analyst to understand areas of improvement for the classroom reservation process.
Provides input on operational business processes and summarizes needs and areas of improvement.
Develop program performance objectives and measurable outcomes.
Implement outreach plan according to program needs and goals for expansion.
Places and tracks work orders for weekend events; tracks payments and purchase orders.
Keeps detailed account of all large events through completion; delegates work tasks to student workers.
Assist analyst with updating classroom database.
Long Range Planning and Policy Recommendations:
Participates in long range planning for future academic terms that ensure the campus classroom supply meets the demand when campus events such as seismic construction or expanded enrollment will impact the general assignment classroom inventory.
Determines when scheduling problems require procedural, organizational or policy changes to maintain or improve the efficiency of the scheduling process and the utilization of general assignment classrooms.
Develops recommendations for consideration and approval by the CCCPM.
Other duties as assigned including backup to academic scheduling and classroom management. Required Qualifications
Ability to develop and maintain a positive working relationship with staff on a broad range of levels and to work productively as a member of a team. Demonstrated organizational skills, attention to detail, and accuracy.
Ability to maintain confidentiality and security of student records, following confidentiality rules established by FERPA, the state of California, and the University.
Experience in working in a high volume transactional environment.
Strong oral and written communication skills.
Ability to handle frequent interruptions and still meet competing deadlines.
Skill in establishing priorities and handling multiple projects simultaneously while maintaining a high level of accuracy.
Ability to interpret and implement policies and established procedures.
Strong interpersonal skills with the ability to communicate and interact with a diverse population effectively and diplomatically.
Excellent customer service skills with the ability to interact effectively with students, faculty, and administrative staff while displaying professionalism and tact.
Demonstrate the ability to work both independently and as part of a team.
Ability to research and resolve problems independently.
Ability to adapt to changing environment, priorities, and procedures.
Working knowledge of desktop and business/technical support systems. Ability to use multiple systems and learn new software quickly.
Self-motivated, willingness to learn, and takes initiative to improve quality of service. Preferred Qualifications
Demonstrated proficiency with common campus specific computer applications-Campus Solutions and Series 25.
Comprehensive knowledge of and experience with the campus classroom inventory (both general assignment classrooms and departmentally controlled space) the Class Schedule Database, and policies and procedures that govern general assignment classroom allocation for instruction, final examinations, and special events.
Experience working in a confidential university environment.
Knowledge of UC policy and procedures.
Intermediate to advanced knowledge of MS office suite applications, including Word, Excel, etc.
Bachelor's degree in related area or equivalent years of experience/training. Salary & Benefits
This position is a non-exempt, bi-weekly paid position. Hourly pay for this role is commensurate with experience. Hiring range is $24.69-$27.12/hour.
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.