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: 2/18/19
Departmental Overview The Engineering Research Support Organization (ERSO) supports 220+ faculty affiliated with 22 campus-wide departments, schools and colleges, with over $84 million in annual research expenditures, and over 5.7 million in annual administrative operating budget. The total research expenditures administered by the unit represent 16% of campus-wide research expenditure volume. The mission of ERSO is to provide an integrated and effective research administrative center to support and encourage healthy growth in the College of Engineering research enterprise.
ERSO is an exciting place to work and offers great learning and growing opportunities. We hope that you will consider joining our team!
This position involves the processing and servicing of a variety of operational, personnel, and financial transactions and services. Duties include cashiering, payroll, accounts receivable, accounts payable, collections, data collection and data entry, analysis, review and control, customer servicing, and reporting.
Responsibilities 60% Operations:
Processes complex business requests in a high volume unit for travel and entertainment reimbursement, travel advances, removal expenses, honoraria payments, stipend, supply reimbursements, and other payment requests.
Reviews, ensures accuracy, and compliance on all B&FS transactions, including T&E reimbursements and BearBuy vendor payments. Ensures that all entertainment requests are in compliance with ERSO and College/School/Units procedures and University policies.
Monitors and reviews the T&E Reimbursement/ Payment Services queues in Intranet and BearBuy on a regular basis. Ensures information is entered into appropriate campus system in an accurate and timely manner, within the Service Level Agreements.
Advises non-US citizens and sponsoring staff of foreign visitors of visa requirements to qualify for travel reimbursement according to immigration regulations.
Provides guidance, direction, and training to campus department users in Travel and Entertainment policy and use of the online travel and entertainment request reimbursement system and ERSO processes.
The incumbent proactively works to resolve customer issues, manages customer expectations, and analyzes the workload of the group to identify opportunities for improvement and new enhanced services.
Proactively work with customers to ensure that the reimbursement process is compliant with UC policies.
Serves as the initial reviewer of exceptional reimbursement requests and hotel and other event contract. Follows established Department process to route to authorized campus officials, etc.
Understanding of the chart of accounts, including assigning the appropriate account code of expense type and working in the correct Org Node.
Anticipates and resolves operational, fiscal, or other non-routine problems. The incumbent will evaluate related work flow within and between Business Services their service units, noting bottleneck problem areas and recommends and implements solutions.
Ensures that business processes, procedures, service delivery and records management are uniform, consistent and efficient in the new administrative structure.
Ensures the entire P to P (Procure to Pay) process is completed - ensures payment to vendor or individual is finalized.
20% Customer Support /Problem Resolution/Intranet & BearBuy Support:
Provides customer service support as a member of the ERSO email aliases help group, in a professional, timely, authoritative, and consistent with ERSO processes and UC policy.
Partners with customer to resolve issues related to T&E reimbursements and other payment requests.
Proactively follows-up with customer throughout the resolution process.
Provides assistance to customers using the ERSO Intranet system by answering questions, offer 1-1 training, and demonstrate system features.
Possess a comprehensive understanding of the campus systems; Intranet, and department file management system in order to quickly gather the necessary information to resolve issues.
Provides clear information in written and/or verbal format to inform the customer the final resolution and throughout the process.
Participates in team meetings to define, enhance, and recommend changes to the Intranet and other unit process in order to gain efficiencies.
Communicate in a friendly manner and provide excellent customer service.
Serves as the main point of contact for assigned customer base served for procurement card programs. Establishes procedures and best practices in the appropriate use of Event planning card for university sponsored events. Coordinates all necessary communication, paperwork and internal training to ensure compliance of Bus-43 and Bus-79.
Reconciles Blucard transactions, as a backup, for purchases made with Department issued Blucard or EPC.
Adheres to all Blucard/EPC compliance requirements.
Stays abreast of campus compliance and requirements regarding the Procard program. Ensures ERSO practices are in compliance with program requirements.
Gathers all necessary information for internal Procard audits dealing with reimbursements.
Determines which Procard is appropriate for each transaction and seeks opportunities to expand the EPC/Blucard program in ERSO.
Strong interpersonal skills, analytical skills, service orientation, active listening, critical thinking, attention to detail, ability to multi-task in a high volume environment, organizational skills, effective verbal and written communication skills, sound judgment and decision-making; ability to develop original ideas to solve problems.
Take the initiative to solve complex problems and provide follow through.
Perform detailed work and complex calculations with a high degree of accuracy and to identify, research, and resolve problems independently.
Ability to conduct business within a continuous improvement environment based on benchmarking, customer feedback and operational and performance measurements.
Work with a customer service attitude.
Ability to work in a fast paced and changing environment.
Bachelors degree in related area and/or equivalent experience/training.
Demonstrated knowledge of Travel and Entertainment reimbursement policy and guidelines.
In-depth knowledge and comprehensive understanding of federal, state, and University regulations and policies governing travel reimbursement and entertainment expenses.
Extensive knowledge and experience in all phases of travel center operations.
Knowledge of audit guidelines.
Thorough knowledge of financial processes, policies and procedures.
Knowledge of financial data management and reporting systems.
Recognize deficient processes and develop recommendations, methods, and procedures for improving efficiency in the functional unit.
Thorough understanding and application of Bus 43 and Bus 79, UCOP travel Policy, G28 and UCOP moving & relocation Policy, G13.
Knowledge of foreign document requirements including basic visa types.
Proficient in use of Microsoft Office and common desktop/web applications.
Bachelors degree in related area and/or equivalent experience/training.
Salary & Benefits For information on the comprehensive benefits package offered by the University visit:
*The hourly salary range designated for this position: $21.70 - $26.00; however, starting salary will be commensurate with experience.
How to Apply Please submit your cover letter and resume as a single attachment when applying.
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.