Office Administrator (4722C) - 51863

Office Administrator (4722C) - 51863 About Berkeley
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 .
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 .
Departmental Overview
In the Division of Student Affairs and under the Residential Student Services Programs portfolio, the Early Childhood Education Program (ECEP) serves over 260 children (3 months through pre-kindergarten) of university (faculty, staff and students) and community families. The program consists of over 60 career FTE, 10-30+ limited and per diem substitutes, and up to 100 student assistants who work daily with children and families in the program to assure quality early education experiences that best nurture and develop the individual child, support a family responsive environment for the university and advance the field of early childhood education.
This position supports the administrative arm of the Early Childhood Education Program to steer the overall program in providing a nurturing environment to develop the individual child, support a family responsive environment for the university and advance the field of early childhood education. The position requires independent judgment and problem solving to ensure appropriately researched answers to short- and long-term issues facing the program and the field of early childhood education. This position provides strategic guidance steering the overall direction of the program as well as daily operational tasks and challenges.
Application Review Date
The First Review Date for this job is: 04/25/2023.
Responsibilities
ECEP Program Coordination:
Answer inquiries and provides consistent, appropriately researched answers to the public, students, and University personnel by phone, email, or in-person. Effectively describe ECEP to prospective parents, job applicants, or donors. Independently handle inquiries regarding admissions policy, purchasing procedures, status of waiting list (i.e. support and disseminate information), job announcements, and contact persons at all sites including administrative staff. Screen phone inquiries and route them appropriately when requires management or other specialized response. Sort and answer ECEP Departmental email, and redirect as appropriate. Create and maintain various flyers/announcements and distribute to ECEP Center Directors for program announcements, job listings, administrative processes, etc. Manage calendar and scheduling for Executive Director other ECEP scheduling needs as requested.
Personnel Processes:
Compile and regularly update departmental files, documents, spreadsheets, etc. (e.g. department personnel certifications, on-site files, emergency contacts, work study balances, etc.) and distributes documents/files on timely basis. Requires understanding of complex licensing and compliance related regulations that the department must meet as well as industry best practice administrative processes to comply. Maintain and audit all ECEP listservs for parents, staff, centers, etc. to ensure timely and accurate communication to the correct stakeholders. Responsible for all record keeping related to on-site personnel files. Coordinate timely pre-employment process for all new hires to ECEP (e.g. TB clearance, background check, hiring ticket submittal and approvals, etc.) Assists with recruitment and on-boarding of new staff by ensuring new employees before first day of work: complete ECEP & licensing forms; affiliate new teaching staff with Community Care licensing and the appropriate center(s); arrange new hire on- boarding including, but not limited to, Cal1Card, email set up, computer access to appropriate shared files & listservs, etc.; coordinate with Center Director(s) and schedule orientation of Center(s) for new hires. Coordinate Student Assistant recruitment listings, work study renewals, application distribution. Responsible for most aspects of Student Assistant hiring process, including but not limited to: work study referrals, appropriate clearances, hiring tickets, etc. Resolves routine situations based on knowledge of established policies and procedures; interprets same. Interprets departmental and University rules and regulations to staff, students, and public using discretion as to proper application.
Additional Program Administration Tasks:
Create and/or transcribe documents, spreadsheets, and presentations as directed by Executive Director or Program Operations Manager. Transcribe data from teachers to various systems or documents (e.g. State of CA Desired Results Development Report forms, ECERS/ITERS information, etc.). Creates tracking tools to provide pro-active leave management updates to ensure Centers have sufficient teaching shift coverage before Center Directors grant vacation requests. Develops internal forms for program use (e.g. work study follow up). Assist ECEP Administration with various documents (e.g. semester center staffing or classroom rosters, Admissions wait lists, etc.). Ensure daily pick-up and distribution of mail. Responsible for managing, updating, and maintaining a comprehensive office filing system. Maintain employee files and updates required documentation through reminders to staff. Organize, copy, distribute programmatic and project based materials for ECEP (e.g. center handbooks, orientation / enrollment materials, etc.). Ensures timely submittal of paper timesheets (when necessary), reimbursement. Coordinate purchases for central administrative staff or program-wide projects. Anticipate purchasing cycles and needs; ensure complete and timely purchases. Manage access cards for centers with card key access, including timely communication of activation, deactivation, lost cards, etc. Ensure timely submittal of card key deposits to SA Cashiers. Assist Executive Director with compiling data for reports.
Other Duties:
Provides back up to other administrative staff, as assigned. May assist ECEP classroom staff in maintaining ratios and coverage of classroom. This would include interaction with children from the ages of three months through five years at any of our ECEP Centers.
Required Qualifications
Must provide proof of current negative TB clearance, up-to-date measles vaccination and up-to- date health screening clearance and any new State or UC Berkeley health requirements for positions working with young children. Must complete blood borne pathogen training upon hire and annually thereafter. Must complete on-line State of CA Mandated Reporter training upon hire and annually thereafter. Must complete integrated pest management (IPM) training within 12 months of hire and annually thereafter. Must complete all required university trainings (Ethics, Sexual Harassment for Supervisors, IT Security, etc.) within established timelines. High school diploma or equivalent experience.
Preferred Qualifications
Current child CPR and first aid certificates.
Salary & Benefits
This is a 100% full-time (40 hrs a week) non-exempt career position, which is paid hourly and eligible for full UC 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 salary or hourly range that the University reasonably expects to pay for this position is $27.19 (Step 1) - $30.50 (Step 6).