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INTRODUCTION

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 makes it a special place for students, faculty, and staff, who are among the most talented and accomplished anywhere, including Nobel laureates, Pulitzer Prize winners, and MacArthur Fellows. Since our founding in 1868, we have been an engine for innovation - driving intellectual, economic, and social progress that benefits California, the U.S., and beyond. Together, we change the world.

At Berkeley, the best careers are built on a foundation of continuous learning and growth. We actively support professional development by providing all full-time staff employees with at least 80 hours of paid time per year and provide space for supportive colleague communities via numerous employee resource groups.

We invite applicants who are inspired by our Principles of Community and who are eager to be part of our exciting Strategic Plan, which charts Berkeley's next era of excellence.

Position Summary

The Administrative Assistant meets the administrative needs of Berkeley Dining under the direction of the Assistant Director. This position performs a variety of administrative functions, including research, compiling and assisting in data analysis, writing/editing documents, and coordinating presentations. The Administrative Assistant manages calendars and meetings, takes notes, prepares written meeting minutes, and creates memoranda in proper business formats. Additionally, this position organizes meetings, supports professional search processes, assists in planning and facilitation of departmental trainings, and coordinates communication among departmental units. This role also assists in the coordination and analysis of various Berkeley Dining programs, coordinates travel arrangements, and supports other Berkeley Dining staff with specific projects as assigned through the Assistant Director.

APPLICATION REVIEW DATE

The First Review Date for this job is: August 5, 2026. For full consideration, please apply on or before the first review date.

Responsibilities

General Departmental Administration - 25%

• Provide primary administrative support and manage daily office operations for central Cal Dining.
• Coordinate communication among departmental units. Attend meetings as required or requested.
• Direct and train student employees on projects and processes.
• Organize, schedule, coordinate, and provide administrative support for recruitment processes.
• Create, proofread, edit, update, and ensure timely distribution of: various documents, correspondence, operational calendar, manuals (e.g. Cal Dining organizational standard operating procedures, administrative desk manual), directories, etc.
• Ensure above materials are in proper business formats, accurate, grammatically correct, and handled confidentially, as required.
• Greet, direct, and provide information in a professional manner via phone, in person, and online to students, staff, faculty, and visitors regarding: general information for Cal Dining/RSSP, meal plans, debit cards, Cal Dining website, etc. Coordinate the maintenance, cleaning, fueling, and use of central Dining vehicles. Pick-up and distribute mail.

Purchasing / Recharges / Travel / Entertainment - 20%

• Prepare, maintain, track, process, reconcile and correct errors in a timely manner for: travel and entertainment requests and reimbursement, recharges to other campus entities, transaction documents, financial reports (as requested), invoices, spreadsheets, etc. following appropriate University/departmental guidelines.
• Make low-value purchases for office supplies and related items.
• Follow up and resolve any problems related to the above. Coordinate and book travel and lodging arrangements.
• Determine and implement new methods for tracking and correcting procurement transactions that do not conform to UC Berkeley purchasing guidelines.
• Create procedures in order to ensure appropriate use.

Staffing Projects - 25%

• Develop, track, coordinate, and maintain documentation, spreadsheets, databases, and computer systems related to staffing: employee transfers, academic year staffing, and summer scheduling and staffing, and performance evaluations.
• Drafts and distributes documents related to staffing in a timely manner to ensure compliance with bargaining agreements and operational timelines.

Calendaring and Meetings - 10%

• Coordinate all pre-meeting and post meeting activities such as: agenda items, background materials, room locations, transportation, notifications, equipment set up/take down, conference calls, catering, notes, follow-up on action items, and minutes.

Document Control - 5%

• Develop and implement a document (both electronic and hard copy) control system in an effort to keep sensitive business and personnel records and files up-to-date with the most relevant and current information (as required by policy or statute of limitations).
• Organize, label/code, update and maintain departmental filing by pulling out-of-date information and redundancies.

Special Projects - 10%

• Collect and analyze data required for special projects as directed; interpret and appropriately disseminate findings. Independent assignments (such as uniform expense tracking and handbook creation), special projects (such as coordinating training programs) and other relevant duties as assigned.

Professional development and other duties as assigned - 5%

• Professional development and other duties as assigned.

REQUIRED QUALIFICATIONS

• Knowledge and experience gained in two or more progressive years of professional administrative, project, and fiscal experience in a professional office environment. (Preferably in a college and/or university setting).
• Intermediate to advanced knowledge of PC based software (MS Office Word, Excel, PowerPoint, Visio) and/or the ability to learn. Must demonstrate the ability to learn University systems. Demonstrated skill to create presentations and appropriate business documents using said software.
• Knowledge and experience coordinating, troubleshooting and responding to customer service requests.
• Demonstrated record keeping and file management skills to organize, accurately document, and retrieve data in a variety of configurations (Hard Copy, Electronic, etc.). The detail orientation, initiative and ability to organize and maintain records.
• Knowledge of safe work practices.
• Excellent interpersonal and organizational skills. Demonstrated skill in scheduling meetings and coordinating multiple calendars with corporate time or similar software.
• Must have strong customer service skills.
• Effective oral (in person and/or by telephone) and strong written communication skills. Demonstrated writing skill. Use of correct grammar, spelling, and punctuation to compose and edit documents effectively. Excellent proofreading skills to review personal work as well as work of others.
• Ability to directly resolve problems through informal consultations and discussions at the lowest level possible.
• Ability to understand, interpret, and apply University rules, regulations, and policies and/or the ability to learn. Ability to make independent decisions in solving issues while adhering to the University of California and Berkeley campus policies.
• Must be able to communicate clearly and effectively, both verbally and in writing, with staff, co-workers, campus staff in English.
• Must be able to listen as well as to provide information succinctly, clearly, accurately.
• Ability to manage numerous details simultaneously.
• Must have the ability to research special projects as assigned and summarize findings in written reports.

PREFERRED QUALIFICATIONS

• Knowledge of BFS and BAIRS reporting systems and/or the ability to learn. Knowledge of accounting and budget management in order to organize and present data, often in contrast/coordination with financial information using spreadsheets and other computer applications. Experience in organization budget preparation/accounting practices.
• Basic understanding or knowledge of the University environment, its mission, and operational needs and/or the ability to learn.
• Bilingual a plus.

EDUCATION / TRAINING

High school diploma or equivalent required.

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 30.58 - 38.36, Step 1 - 11.

This is a non-exempt, bi-weekly paid position.

This is a full-time (40 hours/week) Career position eligible for UC benefits.