Administrative Officer, Maintenance & Trades (4263C) 74228

Administrative Officer, Maintenance & Trades (4263C) 74228About BerkeleyAt the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners.At UC Berkeley, we believe that learning is a fundamental part of working, and our goal is for everyone on the Berkeley campus to feel supported and equipped to realize their full potential. We actively support this by providing all of our staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities.Departmental OverviewResidential and Student Services Programs (RSSP) is part of the Division of Student Affairs under the direction of the Associate Vice Chancellor of RSSP. RSSP provides residential student housing, family housing, residential life programs, facilities services (maintenance/design, custodial, desk operations) self-operated dining services for undergraduate and graduate students and their families, as well as childcare services for students, faculty, and staff. RSSP also conducts a year-round conference business, operates seven campus restaurants, and manages several faculty apartments.Application Review DateThe First Review Date for this job is November 20, 2024.ResponsibilitiesADMINISTRATIVE & OPERATIONAL SUPPORT:Provide primary administrative support for Maintenance & Trades business units.Develops and maintains Maintenance & Trades (M&T) organizational standard operating procedures, administrative desk reference manual and operational calendar outlining specific activities for each facet of the complex M&T organization.Coordinates the revision of the annual preventive maintenance calendar and its implementation into the department maintenance management system.Maintains all documentation related to preventive maintenance management.Conducts periodic reviews of department processes and standard operating procedures to ensure compliance with federal and state legal requirements and internal policies.Maintains organization of compliance and regulatory documentation.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.Proofread documents for accuracy and grammar, and ensure all outgoing documents and memoranda are in proper business formats.Functions as a resource on issues such as escalated customer service problems and vendor concerns.Responsible for managing, updating and maintaining a comprehensive office filing system and tracking systems.Develops and implements a document control system to keep sensitive business and personnel records and files up-to-date.Supports M&T staff in resolving IT issues, cell phone issues and technology procurement requests.Tracks vehicle usage, maintenance tracking, fuel purchase records, vehicle condition reports, and other major equipment and records.ANALYSIS & PLANNING:Provides direct analytical support to the M&T Director as well as all levels of the department leadership to improve operational planning, administrative processes/policy development and budget with a focus on better utilization of departmental resources.Applies professional concepts to perform analysis of data and programs to moderately complex projects, policies and/or processes and functions.Using appropriate research methodology, gathers and assembles analytical and factual data on assigned programs and issues to evaluate current and proposed services.Recommends potential solutions and approaches.Collects and prepares information in the most effective presentation format that synthesizes generally complex data and issues into easy to interpret.DEPARTMENTAL ACCOUNTING/PURCHASING:In coordination with the M&T Director, develops and maintains departmental budgets and administers day-to-day financial transactions.Prepares, researches and processes all paperwork to establish vendors as needed.Tracks orders from initial purchase through receiving and payment of invoice, including service agreements, contracts, and standard low value orders.Works closely with Finance Office staff to reconcile departmental transactions, ensure accuracy in charges and correctness in cost accounting.Investigates discrepancies and deviations from expected targets, and informs management of findings.Maintains transaction documents and prepares financial reports for department leadership review.Responsible for tracking and correcting M&T BluCard transactions that do not conform to UC Berkeley purchasing guidelines.Provides timely submission of all reimbursements and invoices.Provides support for M&T Bulk Purchasing activities.CALENDAR & MEETINGS:Evaluates and prioritizes requests for the M&T Director's time in an effort to schedule and coordinate a dynamic calendar of activities.Coordinates all pre-meeting and post meeting activities such as scheduling room locations, coordinating conference calls, arranging for catering, preparing background materials, preparing and distributing agenda, taking notes, following-up on action items and meeting minute distribution.Ensures that room and equipment are ready for presentations at meetings.Responsible for the above related to off-site meetings.HUMAN RESOURCES:Provides guidance to supervisors and managers in developing job descriptions, facilitating benefits communications, and providing guidance on compensation programs.Organizes, schedules and provides administrative support for confidential recruitments and professional search processes.Maintains and updates the M&T Organizational Charts on a quarterly basis unless otherwise specified.Responsible for most aspects of recruitment and hiring process.Distributes Human Resources and payroll documents/correspondence as directed in a timely and confidential manner.Supports Staff Development and Recognition programs such as Spot Awards, Star Awards, and Service Awards.TRAVEL & ENTERTAINMENT:Prepares travel vouchers and expense requests following University/departmental travel and entertainment guidelines.Coordinates as well as book travel and lodging arrangements and prepare travel-related documents.Follows-up with traveler and payroll to ensure timely processing of travel and entertainment reimbursements.OTHER:Manages independent assignments, special projects, and other relevant duties as assigned.Work periodically within all entities of the M&T business unit.Required QualificationsKnowledge and experience gained in two or more progressive years of professional administrative, project, and fiscal experience in a professional office environment.Advanced knowledge of PC based software (MS Office). Must demonstrate ability to learn University systems.Knowledge of accounting and budget management in order to organize and present data.Must know how to produce reports, organize and communicate information clearly and effectively.Effective oral and strong written communication skills.Must have acute attention to detail and demonstrated effectiveness in managing multiple work assignments simultaneously.Demonstrated skill in scheduling meetings and coordinating multiple calendars.Ability to exercise integrity and discretion in all matters.Bachelor's degree in related area and/or equivalent experience/training.Salary & BenefitsThis is a full-time career position. This position is eligible for the full range of UC Benefits. The budgeted hourly range that the University reasonably expects to pay for this position is $38.46 - $40.23 (stepped rates).

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