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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. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.
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. To find out more about how you can grow your career at UC Berkeley, visit grow.berkeley.edu.
The UC Berkeley School of Social Welfare's pre-eminent faculty rank top in the nation in per capita productivity. Nationally and internationally recognized as leaders in their fields, our senate faculty conducts cutting-edge research on the major issues facing California, the US and the world. Berkeley Social Welfare field faculty represent a diversity of experience and talents, training and preparing our students to excel as the next generation of social work practitioners, professionals and educators.
Application Review Date
The First Review Date for this job is: 9/22/2022.
Primary Receptionist and Coordinator of Reception Support Team
Serves as primary receptionist and oversees staffing of the reception support team that includes a student pool.
Responsible for scheduling student workers to maximize coverage.
Manages the work of the administrative student pool.
Evaluates and quality checks work.
Follows up with the faculty/staff that requested the work to ensure the job was completed to their satisfaction.
Reception Team Duties
Greet visitors, answer telephones, take messages, respond to telephone and walk-in inquiries for students, faculty, and staff; and screen and direct as needed.
Provide general University and School policy and procedures to students, staff, faculty, and the public.
Provide general administrative support to Dean's Office and Instructional Program staff, and provide administrative support to faculty and visitors.
Maintain various department lists: phone directory, emergency contact list, faculty and staff names, and office hours for faculty and lecturers.
Oversee conference room scheduling process and guidelines and room reservation requests from external groups.
Check rental AV equipment in/out.
Arrange parking for visitors through campus parking office.
Handle daily mail distribution.
Screen all outgoing mail for compliance with campus mail procedures and departmental accounting information.
Prepare FedEx paperwork for outgoing mail as needed.
Distribute mail daily to appropriate mailbox.
Sign for departmental deliveries and route as needed.
Deposit checks and donations as received.
Acquire and maintain solid working knowledge of CalAnswers Financials, Campus Deposit System (CDS) and Berkeley Financial System (BFS).
Oversee the maintenance of SSW accounting files.
Coordinate and train student support and clerical personnel in the file maintenance of required expense transaction documentation and the creation of new files for upcoming fiscal year.
Maintain archive and confidentially destroy old files as per retention policy.
Program Expense Coordination
Serve as a resource to assist faculty, staff, and students with correct submission of expense requests including the correct form and required supporting documentation.
Obtain assistant dean, dean, principal investigator or chair-holder authorization when applicable.
Provide expenditure transaction services by performing various system roles.
Serve as BearBuy Cart Submitter, Profile Manager in the Berkeley Financial System (BFS), and Travel Preparer in the Travel Reimbursement System for SSW.
Acquire and maintain solid working knowledge of BearBuy, BFS, CalAnswers Financials, ConnexxUC, and Reimbursement system.
Prepare BearBuy carts for expense transactions that include a high volume of out-of-pocket purchases, as well as various direct to vendor purchases for software, computer supplies, equipment, equipment maintenance agreements, office supplies, professional services agreements, memberships, honorarium, hotel conference contracts, research participant payments, faculty moving expenses, and other miscellaneous expense transactions.
Provide faculty and staff with general policy, process and system support for travel reimbursements.
Act as the primary BluCard and Event Planner Card holder for SSW (School of Social Welfare) and CSSR (Center for Social Services for Research), while limiting transactions and assigning through BearBuy whenever possible.
Serve as reconciler for card purchases and back-up reconciler for other SSW cards.
Acquire working knowledge of all funds and chartstrings for SSW which include multiple department IDs, program codes, and chartfields for expense transaction purposes.
Act as department liaison with Berkeley Regional Services (BRS) to resolve rejected cart issues and delayed payments.
Assign new vendor requests to administrative support staff for setup and processing.
Develops, revises and oversees implementation of the School's Administrative and Operational Procedures Manual
Coordinates school-wide communications regarding internal administrative topics and external notices and alerts.
Maintain SSW resources website pages.
Edit policy and procedures as changes occur.
Revise, update, and redesign forms as needed and upload to website.
In consultation with supervisor, develops annual professional development plan.
Attend campus workshops and training programs related to essential functions.
Other duties as assigned.
Solid communication and interpersonal skills to communicate effectively with all levels of staff, faculty, and students, both verbally and in writing.
Solid organizational skills and ability to multi-task with demanding timeframes.
Ability to set priorities, meet constant deadlines, follow-through on tasks and commitments, interact effectively with diverse groups and work independently and as a member of a team.
Possess problem solving, problem identification, and reasoning abilities.
Ability to use sound judgment in responding to issues and concerns.
Ability to use discretion and maintain all confidentiality.
Degree in related area and/or equivalent experience/training.
Advanced Microsoft Office skills, e.g., Excel PowerPoint, Word, etc..
Proficient in using common campus applications such as: Bear Buy, BAIRS, BFS, HCM, OPTRS, CDS, CS/SIS, CalAnswers.
Salary & Benefits
This is a 100% full-time (40 hrs a week) non-exempt career position, which is paid bi-weekly and eligible for full UC Benefits. Hourly pay for this role is commensurate with experience within the range of $29.76 (Step 5) - $37.24 (Step 15).
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.
Equal Employment Opportunity
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant see:
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.