Administrative Assistant (4722C), Center for Student Conduct
At 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. 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.
Application Review Date
The First Review Date for this job is: January 23, 2020.
The Center for Student Conduct is a department that reports to the Associate Dean of Students in the Associate Vice Chancellor and Dean of Students Office within the Division of Student Affairs. The Division of Student Affairs aims to advance the learning and personal growth of students by providing leadership, services, and opportunities that enable students to succeed in and contribute to a diverse and global society. The Office of the Associate Vice Chancellor for Student Affairs and Dean of Students, its Centers, and staff create environments to educate, support, and challenge students to seek and follow their purpose, build resiliency, transform themselves, and engage communities. To learn more about the Associate Vice Chancellor and Dean of Students Office, please visit https://deanofstudents.berkeley.edu/.
Manages all telephone calls and in-person inquiries which may be administrative or informational.
Forwards situations and issues presented by students, staff, faculty and external constituents to appropriate staff members.
As the first point of contact, guides the student conduct process to create a seamless operational and administrative environment that exceeds student needs and expectations, is highly responsive to parents/guardians, residence life staff, faculty, students, and the needs of other units within the University.
Manages sensitive and confidential information most of which is FERPA protected.
Develops and implements efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses.
Updates and assist with the maintenance of centralized confidential records and database of incidents on an on-going basis, generating regular tracking reports.
Maintains the office master calendar; performs administrative tasks, including but not limited to, photocopying, filing, fax/mailing, preparing presentations, drafting correspondence, memos, reports; assisting with event coordination and managing materials for the staff.
Manages conference registration, travel arrangements, process purchase and reimbursement requests along with required documentation.
Maintains records that include police and incident reports, reflective writing assignments, fines, and other sanctions.
Responds to and diffuses high anxiety and emotionally charged situations.
Student Conduct record generation including initial complaint processing, database entry, and record maintenance.
Student conduct case maintenance and follow up including placing and removing 'blocks' on student records, and handling suspension/dismissal paperwork.
Degree list functions related to conduct cases.
Budget - purchasing, travel, all required paperwork and reimbursements and management of monetary deposits.
Office correspondence (to include review/redaction of confidential student files).
Provides direct support to four professional staff members.
Responds to information requests regarding the conduct process and specific cases.
Performs background checks as requested by outside agencies or campus partners and responds to subpoenas of information.
Operates as the primary liaison to internal and external campus partners for all administrative support, including communicating with faculty, administration, students, community members and staff.
Functions as the gatekeeper and handles low level triage when the Director and staff are not available.
Maintains discretion and sensitivity to confidential information.
Prioritizes issues that arise according to urgency and responds appropriately.
Learns and utilizes in depth knowledge of campus resources to best answer questions and concerns.
Assesses urgency of matters, gathers pertinent information, and notifies appropriate staff in a timely manner.
Oversees and ensures that the daily administrative operations run smoothly.
Creates and organizes an effective budgeting system; responsible for reviewing, tracking and updating budget reports for the Director.
Process invoices and resolve discrepancies as needed.
Maintains and organizes inventory for all supply items.
Maintains online file databases, ensuring files are updated and maintained for easy access and use by other employees.
Anticipates needs and creates a plan to fulfill the needs from start to finish.
Completes special projects/assignments.
Incumbent uses independent judgment in selecting information sources used to prepare the reports or briefings and selecting proper format for presenting the information; examples of this work include assisting the staff in the preparation of materials for committees, researching background information, or data collection and preparation for inclusion in briefings for campus or community stakeholders.
Works with Student Assistants and helps oversee general office projects assigned to students.
2 years equivalent experience/training.
Ability to prioritize, exercise initiative, and demonstrate sound judgment, while effectively executing numerous tasks in a high-pressure, fast-paced environment.
Ability to maintain confidentiality and security of student records following confidentiality rules established by FERPA, the state of California and the University.
High level of organizational skills and attention to detail.
Experience in working in a high volume transaction environment.
Strong oral and written communication skills.
Ability to handle frequent interruptions and still meet multiple deadlines.
Strong interpersonal skills with the ability to communicate with a diverse population.
Demonstrated ability to work both independently and as part of a team.
Ability to research and resolve problems independently.
Ability to adapt to changing environment, priorities, and procedures.
Demonstrated PC computer skills with basic knowledge of MS office suite applications, including Word, Excel, etc.
Ability to learn new software quickly, data entry skills with attention to detail and accuracy.
Demonstrated customer service skills and professional demeanor.
Knowledge of customer service standards.
Self-motivated, willingness to learn, and takes initiative to improve quality of service.
Experience working in a confidential university environment.
Knowledge of UC policy and procedures.
Trauma-informed care practices.
Salary & Benefits
Salary is commensurate with experience. Hiring range is up to $26.48/hour
For information on the comprehensive benefits package offered by the University visit:
Please submit your cover letter and resume as a single attachment when applying.
This is a full-time career position.
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.