University of California, Berkeley · 15 hours ago
Administrative Assistant (4722C) - #84089
Berkeley, CA
Full-time
Onsite
Entry, Mid Level
$33.50/hr - $35.05/hr
2+ years expThe University of California, Berkeley is a world-leading institution dedicated to academic and research excellence. They are seeking an Administrative Assistant to provide operational support, manage student staff, and ensure smooth facility operations within a high-volume residential unit.
Higher Education
No H1B
Responsibilities
Responsible for daily unit operations by providing high-level service to residents, staff, and vendors; handle all incoming communications (in-person, calls, emails, voicemails) and provide accurate referrals to RSSP and campus partners
Direct a team of student assistants in the day-to-day execution of mailroom functions, ensuring the secure and efficient flow of all incoming and outgoing mail and packages for students, faculty, and staff via StarRez
Maintain an organized, safe, and clean working space to facilitate efficient workflows and operational safety
Lead the recruitment, scheduling, and onboarding of 20–25 student staff members; manage timecard verification and performance improvement, recommending disciplinary actions to the Facilities Manager as required
Ensure all student staff are proficient in essential job resources and systems, including LoxTop (keys), StarRez, WebTMA, and departmental accounts
Responsible for student staff scheduling, ensuring the front desk is adequately staffed during operational hours
Delegate tasks and responsibilities
Research and monitor work order statuses via WebTMA, escalating discrepancies to the Facilities Manager and coordinating emergency service requests with the Work Order Center
Frequent communication with residents in regards to building facilities updates and notifications of entry, utilizing the StarRez system for digital correspondence, emails, postings, etc
Under the direction of the Facilities Manager, coordinate Spring and Fall Move-In/Out logistics for all buildings, including New Sequoia and Manville Apartments. Manage key inventory control and distribution, room inspections, event-set up (signage, technology, materials, staffing), Cal 1 Card custody logs, and track facilities-related charges for student accounts
Manage resident off-cycles (late stay and early arrival requests), transfer requests, contract cancellations, and monitor move-in/move-out schedules
Support comprehensive routine facilities inspections (including building walks, room, furniture, security, event setup, and Health & Safety assessments) and communicate directly with all relevant stakeholders—residents, guests, vendors, and internal staff—to coordinate maintenance, address service requests, and guarantee smooth operational flow
Maintain records of all potential facilities charges, following up with residents prior to charges being posted for charges outside of authorized re-pins
Post all charges on StarRez
Oversee residential key inventory, maintaining accurate records, resolving discrepancies, while ensuring security for residents and operations
Maintain the unit’s Departmental and Academic year conference/meeting space calendar
Managing room reservations for all unit spaces, including courtyards, All Purpose Room (APR), classrooms, meeting rooms, etc
Assist with logistics for annual Summer Conference Season, including, but not limited to, such as room inspections, unit turnovers, linen exchange, event setup, guest arrivals and departures, conference attendee management and meal-card distribution. Prioritizing urgent guest work orders and ensuring seamless unit access (fobs and hard keys) for conference guests
Frontline customer service is essential, involving after-hours lockouts, access issues, unexpected check-ins, and customer service complaints
Manage residential and retail parking spaces, provide parking permits and gate remotes, maintaining accurate documentation, and modifying them as needed
Assist in coordinating facility requirements with Custodial, Maintenance, and Design teams; track the progress of room inspections and turnovers, facilitate event setups, and monitor work-order completion to ensure operational standards are met
Year-round communications with Berkeley Housing Administration in regards to student room allocation, room transfers, contract cancellations, accommodations, facilities complaints, etc
Close partnership with Res Life for managing student conduct issues, upholding Housing Terms & Conditions, and the Residential Code of Conduct
Working closely with Summer Conference Housing, the role assists in facilitating comprehensive $16 million summer conference operations. Furthermore, the role requires proactive communication with conference guest coordinators and Summer Conference Coordinators regarding updates, guest requests, and last-minute changes
Serve as the primary point of contact for the residential front desk, independently troubleshooting and resolving a diverse range of immediate issues, direct complex escalations to Facilities Manager or appropriate departments to ensure rapid resolution of student concerns and last-minute operational changes
Support New Sequoia apartment turnover process, collaborate with administrative point of contact for facilities related issues and key inventory
Support P3 properties (Enclave and Panoramic Berkeley), by providing coverage for lock-outs as needed
Support in developing and revising Standard Operating Procedures (SOPs) and guidelines to address operational processes, space utilization, inefficiencies, and recommend improvements in effort to continuously innovate residential operations (for e.g. mailroom, front desk, student operations, recordkeeping) and overall customer service experience
Identify and streamline operations in preparation for major events such as, Move-in, Move-out, Summer Conference Housing, and Cal Day
Assess daily operations and recommend changes to maintain compliance with federal, state, and local requirements and internal policies
Maintain detailed recordkeeping of emergency supply inventory at a unit level, periodically replenishing supplies to meet required inventory amounts
Responsible for maintaining and purchasing adequate office supplies, materials, and external services in a fiscally responsible manner, via Bearbuy or BluCard. Review exceptional expenditures with the Facilities Manager. Provide timely submission of all reimbursement requests and invoices
Process recharges and Interdepartmental Order/Charge (IOC) for event spaces, room reservations, athletic late-stays, facilities related charges, etc
Create Bearbuy requisitions (REQs)/purchase orders (PO’s) renewing as needed
Address and resolve inconsistencies or problems with appropriate financial partners (BusOps, Cashiers, Purchasing, departmental financial analyst, etc). Follow up on any problems related to orders, invoices, and/or reimbursements
Maintain accurate records of purchases and invoices processed as required by the University
Complete bluCard and financial trainings as required by the University
May participate as appropriate in service and professional development, related to facilities management, emergency preparedness, customer service, etc
Manages independent assignments, special projects, and other relevant duties as assigned
Qualification
Required
Strong ability to independently prioritize and execute multiple tasks in a fast-paced environment, maintaining meticulous attention to detail, recordkeeping, and meeting strict deadlines despite frequent interruptions and shifting operational requirements
Strong interpersonal skills, including active listening, critical thinking, effective multi-tasking, persuasion, mentoring, leadership, problem solving, and operations analysis
Ability to develop strong working relationships
Excellent customer service skills, ability to analyze and resolve issues in a timely manner
Ability to directly resolve problems and de-escalate at the lowest level possible
Strong communication skills with all levels of staff, residents, parents, guests, and external vendors/contractors, both verbally and in writing
Familiarity with international multicultural environments
Demonstrate strong writing skills
Use of correct grammar, spelling, and punctuation to compose and edit documents effectively
Excellent proofreading skills
Advanced knowledge of PC based software Google Suite and Microsoft Office Suite
Working knowledge of housing facilities software, such as WebTMA, StarRez, and Kinetic (Kx) applications
Strong budget skills and ability to operate in a fiscally responsible manner
Ability to work on-site in-person daily
High school diploma and/or equivalent experience/training
At least two (2) years of work experience in a professional office environment, experience in a college/university housing or property management organization showing progressive, increased responsibilities
Preferred
Experience working in a large university residential setting
Benefits
Eligible for UC Benefits
Company
University of California, Berkeley
A wellspring of innovation, the school occupies a 1,232-acre campus near downtown Berkeley.
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Laleh Coté
Chair - Coalition for Education and Outreach (CEO)
Adam Sterling
Co-Founder, Startup@BerkeleyLaw
Recent News
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