Administrative Assistant (4722C) - #84089

At the University of California, Berkeley, we are dedicated to fostering a community where everyone feels welcome and can thrive. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

As a world-leading institution, Berkeley is known for its academic and research excellence, public mission, diverse student body, and commitment to equity and social justice. Since our founding in 1868, we have driven innovation, creating global intellectual, economic and social value.

We are looking for applicants who reflect California's diversity and want to be part of an inclusive, equity-focused community that views education as a matter of social justice. Please consider whether your values align with our Guiding Values and Principles, Principles of Community, and Strategic Plan.

At UC Berkeley, we believe that learning is a fundamental part of working, and provide space for supportive colleague communities via numerous employee resource groups (staff organizations). 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 full-time staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. Find out more about how you can grow your career at UC Berkeley.

Departmental Overview

Residential 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 child care services for students, faculty, and staff. RSSP also conducts a year-round conference business, operates seven campus restaurants and manages several faculty apartments.

Position Summary

Reporting to the Facilities Manager (FM), the Administrative Assistant serves as the operational lead and primary public face of a high-volume residential unit. This role integrates complex administrative support, student personnel leadership, and facilities coordination to ensure a seamless 24/7/365 living environment for residents and guests. As the Facilities Manager's key tactical partner, the incumbent translates departmental goals into seamless service delivery, protecting the University's operational integrity through proactive problem-solving, high-level troubleshooting, and rigorous customer service.

The incumbent directs the daily lifecycle of the unit's front desk and mailroom, serving as the primary lead for a team of 20-25 student staff members. This includes managing the full employment cycle-from recruitment and onboarding to scheduling and performance monitoring-to ensure the daily execution of unit functions. As a critical liaison, the position orchestrates vital communication between residents and campus partners-including ResLife, Berkeley Housing, Maintenance & Trades, and Summer Conference Housing-to resolve facilities issues, manage student conduct investigations, coordinate residential relocations, among other critical tasks. These responsibilities require meticulous key inventory control, proactive work order monitoring, and financial stewardship of departmental purchases and recharges. Beyond daily operations, the role provides essential logistical oversight for seasonal events, including academic Spring and Fall Move-In/Out and the Summer Conference Housing program.

The successful candidate will be an agile problem-solver capable of independently navigating shifting priorities to maintain rigorous safety and compliance standards. By identifying workflow inefficiencies and innovating Standard Operating Procedures, the incumbent proactively enhances operational performance and ensures high service standards within a fast-paced, multicultural university environment. Recognizing the impact of frontline operations, failure to provide effective customer service for residents could result in reputational risk for the University and downstream financial impact on occupancy management and revenue generation.

The position is required to be an on-site position with infrequent opportunities for remote work as approved by the Facilities Manager and Director of Residential Operations and Emergency Planning.

Application Review Date

The First Review Date for this job is: 02/16/2026.

Responsibilities

Administrative Functions & Customer Service

• 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.

Communication & Collaboration

• 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.

Operational Planning/Process Innovation

• 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.

Finance & Purchasing

• 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.

Other

• 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.

Required Qualifications

• 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 Qualifications

• Experience working in a large university residential setting.

Salary & Benefits

For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.

Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.

The budgeted hourly range that the University reasonably expects to pay for this position is $33.50 (Step 5) - $35.05 (Step 7)

• This is a full-time (40 hours/week), career position that is eligible for UC Benefits.
• This is a non-exempt, biweekly-paid position.

How to Apply

• To apply, please submit your resume and cover letter.

Driving Required

• Required to hold valid driver's license, have a driving record that is in accordance with local policies/procedures, and/or enroll in the California Employer Pull Notice Program.

Other Information

• This position is governed by the terms and conditions in the agreement for the Clerical & Allied Services Unit (CX) between the University of California and Teamsters Local 2010. The current bargaining agreement manual can be found at: http://ucnet.universityofcalifornia.edu/labor/bargaining-units/cx/index.html
• This is not a visa opportunity. This position does not include sponsorship of a new consular H-1B visa petition that would require payment of the $100,000 supplemental fee.

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.

Mandated Reporter

This position has been identified as a Mandated Reporter required to report the observed or suspected abuse or neglect of children, dependent adults, or elders to designated law enforcement or social service agencies. We reserve the right to make employment contingent upon completion of signed statements acknowledging the responsibilities of a Mandated Reporter.

Misconduct

SB 791 and AB 810 Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy

UC Anti-Discrimination Policy

Abusive Conduct in the Workplace

Equal Employment Opportunity

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.