Job Requisition Number: 25223. 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 early care & education services for students, faculty, and staff. RSSP also conducts a summer conference and year-round catering business, operates seven campus restaurants, and manages twenty-six faculty apartments. RSSP's annual operating budget is $150,000,000 and the cluster employs over 20500 career, limited, contract and student employees creating a 'culture of care' for our students and all other customers and stakeholders.
This is one of two full time administrative support positions for the Early Childhood Education Program (ECEP) which serves over 260 children (3 months through pre-kindergarten) of university (faculty, staff and students) and community families. The program consists of a small management team of 7, over 60 career FTE, 10 - 30+ limited and per diem substitutes, and up to 100 student assistants who work daily with children and families in the program to assure quality early education experiences that best nurture and develop the individual child, support a family responsive environment for the university and advance the field of early childhood education. Both administrative support positions require independent judgement and problem solving to ensure appropriately researched answers to prospective and current customers and stakeholders as well as understanding when to escalate individual issues or developing trends to their supervisor and/or the Executive Director. This position provides primary general administrative office support and customer service for the program (answering phones and in-person inquiries, coordinating prospective and new hire paperwork and required licensing background and health checks and other information, managing personnel licensing records and other files, report writing support, submitting/ following up on department work order and HR tickets, calendaring meetings, reception area back-up, etc.). The second administrative assistant focuses on enrollment and billing support, related audit record keeping, subsidized application process and all reporting required for the California Department of Education and the Federal Food Program contracts. While the two positions have different day-to-day responsibilities, it is expected each will cover/assist the other as needed and step in to ensure the overall program’s needs and the safety and welfare of the children are given the highest priority with high quality administrative support.
Personnel Processes •Responsible for all record keeping related to on-site personnel files; including but not limited to compiling, updating, and maintaining employee files in regards to immunizations, certifications, emergency contacts, work study balances, etc., and sending reminders to staff when documents are expiring and/or require updating. •Create, maintain and audit all ECEP listservs for parents, staff, centers, etc. •Assists department with recruitment and on-boarding of new staff, and coordinate timely pre-employment process for all new hires to ECEP such as ensuring hiring ticket submittal and approvals and that new employees before first day of work: •Complete ECEP & licensing forms and requirements and is associated with Community Care licensing and the appropriate center(s) •Has Cal1Card and email set up, as well as computer access to appropriate shared files & listservs, etc. •Has a scheduled orientation of centers with respective center directors. •Responsible for most aspects of Student Assistant recruitment and hiring process, including but not limited to: work-study referrals, appropriate clearances, hiring tickets, etc. •Coordinate substitute assignments; ensuring coverage is scheduled and communicated based on critical need priority, maintain documentation and communication associated with subs in consultation with Associate Director as necessary to ensure centers have sufficient teaching shift coverage before Center Directors grant vacation requests.
ECEP Administrative Coordinator •Manage calendar and scheduling for Executive Director, Associate Director and other ECEP calendar and scheduling as needed. •Prepares and/or transcribes correspondence, spreadsheets, presentations, flyers, announcements, internal forms and documents, and other written materials for department management team and program use and/or distribution. •Ensure daily pick-up and distribution of mail, and sort and answer ECEP Departmental email, and redirect as appropriate. •Responsible for managing, updating, and maintaining a comprehensive office filing system and tracking systems. •Ensures timely submittal of reimbursement requests to appropriate group for processing. •Coordinate purchases for central administrative staff or program-wide projects. Anticipate purchasing cycles and needs; ensure complete and timely purchases. •Manage access cards for centers with card key access, including timely communication of activation, deactivation, lost cards, etc. Ensure timely submittal of card key deposits to SA Cashiers. •Assist Executive Director and Associate Director with compiling data for reports. •Coordinates logistics for conferences and meetings, such as speaker, catering, and communication. •Draft correspondence and schedule appointments, as required. Schedule meetings, reserve rooms, and prepare and distribute materials for meetings. •Works with department management to update/review/revise website. •Complete requisition for conferences and events, arrange for travel accommodations including air, hotel, and ground transportation for Executive Director, Associate Director, or other staff as needed. Develop a log to track travel transactions. Collect and assemble conference, event, and travel documentations, and obtain authorizations when needed. Collect and prepare all documentation e.g. receipts, business explanations, etc. required to process reimbursements for travel, entertainment, purchases, memberships, etc. •Prepare, research and process all paperwork to establish vendors as needed. •Answer inquiries and provides consistent, appropriately researched answers to the public, students, and University personnel by phone, email, or in-person. Effectively describe ECEP to prospective parents, job applicants, or donors. •Independently handle inquiries regarding admissions policy, purchasing procedures, status of waiting list (i.e. support and disseminate information), job announcements, and contact persons at all sites including administrative staff. •Screen phone inquiries and route them appropriately when requires management or other specialized response.
Other Duties •Provides back-up to other administrative staff, as assigned. •Work on full-fee and subsidized enrollment as needed. •Will assist ECEP classroom staff in maintaining ratios and coverage of classroom as needed. This would include interaction with children from the ages of three months through five years at any of our ECEP Centers. •Will cover front desk at Centers as needed (e.g. answering and directing calls, greeting and screening visitors to center, etc.). •Other projects as assigned•3-5 years of experience and/or equal combination of education and experience working in a similar environment required. •Broad knowledge of office environments and executive administrative support needs with the ability to provide accurate executive level support in a fast-paced environment. •Excellent oral and written and communication skills. •Excellent interpersonal skills for working with diverse groups of students. •Excellent computer skills and proficiency in MS Office Suite, particularly Word and Excel and database management, with the ability to quickly learn and use new software programs. •Excellent organizational and time management skills, including demonstrated strong attention to detail, ability to prioritize, exercise initiative, perseverance and sound judgment while effectively executing numerous projects in a high-pressure, fast-paced environment. •Excellent analytical skills and the ability to resolve complex problems and discrepancies creatively, using sound judgment, while staying within policies. •Requires understanding of complex licensing and compliance related regulations that the department must meet as well as industry best practice administrative processes to comply. •Ability to work independently as well as in a team environment and establish and maintain effective working relationships. •Ability to treat sensitive matters with discretion and tact, and to maintain confidentiality. Ability to successfully pass FBI & DOJ Criminal Check with approval from Department of Social Services and maintain clearance to remain employed in position and successfully complete campus FERPA training.
Education/Training: •High school diploma or equivalent experience
Licenses or certifications required, if any: •Must provide proof of current negative TB clearance, up-to-date measles vaccination and up-to-date health screening clearance and any new State or UC Berkeley health requirements for positions working with young children. •Must complete blood borne pathogen training upon hire and annually thereafter. •Must complete on-line State of CA Mandated Reporter training upon hire and annually thereafter. •Must complete integrated pest management (IPM) training within 12 months of hire and annually thereafter •Current Pediatric CPR/First Aid certification.
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.