Office Manager (4263C), Environment, Health & Safety 51451
University of California, Berkeley
Location: Berkeley, California
Internal Number: 4057294
Office Manager (4263C), Environment, Health & Safety 51451
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.
The Office of Environment, Health & Safety's (EH&S) mission is to provide guidance and services to the campus community that promote health, safety, and environmental stewardship.
EH&S is a highly dynamic, fast paced, committed organization focused on promoting workplace safety and environmental protection for the campus community. We are comprised of many scientific, technical, and administrative professionals, working in an evolving, learning, and sometimes challenging environment with a unified goal of supporting the University's mission of teaching, research and public service. EH&S strives to be an inclusive, service oriented, and operationally excellent organization and is seeking highly motivated individuals who want to learn, be creative, seek continuous competency development, and contribute to our mission.
The Office Manager is responsible for the day-to-day on-site staffing and coordination of several administration activities including: answering phones and emails, access control (keys), telecommunications (phones), equipment inventory and maintenance, and fleet management, and move coordination, mail distribution, and maintaining office supplies and office equipment inventories. The Office Manager is a resource to EH&S technical and finance teams, providing guidance and support for BearBuy purchasing and acting as a liaison with Procurement.
*Due to the nature of the associated tasks and responsibilities, this position requires the incumbent to work 100% in the office.
The First Review Date for this job is: April 13, 2023
On-site Office Manager
Office oversight with a focus on customer-service, including, but not limited to:
Coordinates front office operations, ensuring consistent, daily on-site support and coverage, including answering phones, directing calls and daily mail distribution.
Responds to work-requests/emails, understands department priorities, and aligns, assigns and/or completes work appropriately.
Ensures office equipment, spaces and resources and supplies are available, functional and serviced, and maintains contracts and agreements with associated vendors.
Collaborates with colleagues to support overall EH&S administration and technical team support.
Partners with building management, and participates on building committees.
Recommends and implements process improvements to help streamline unit operations. Participates in development and revision of standard operating procedures and guidelines, in relation to assigned functional areas.
Hires, trains, schedules, and assigns work.
Delegates tasks, ensuring completion and quality control.
Mentors student employees to support EH&S and technical teams projects.
In partnership with campus partner leads, oversees designated areas, and maintains and updates resources for effective management of the following:
Access Key Controller, as designated by and working with Facilities Services/UCPD
Follows designated protocols and policies to request campus access, and for key distribution and tracking
Maintains secure inventory, and ensures accurate listings.
Orders, assigns and coordinates telecom resources, including dept-issued cell phones and management of department landlines.
Ensures equipment update schedules are monitored
Works with EH&S Systems Administrator to assign and track employee-assigned equipment
Partners with IT Client Systems to facilitate systems set-ups, service calls and upgrades, et al.
Maintains up-to-date accurate inventory listings.
Works with campus IT and ergonomic services to ensure that all staff have operational equipment.
Participation in internal on-boarding and off-boarding process of employees, via associated administration/ facilities tasks, as listed above
Updates and maintains employee listings, for use with client service, email communications, notifications, emergency procedures, and general HR support.
EH&S Vehicle Custodian, under guidance from campus Fleet Services program
Coordinates program for department including tracking, and arranging servicing, maintenance, and repairs.
Oversees vehicle use, and audit tracking of associated fuel cards.
Renews annual parking permits for campus.
Purchases, inventories and distributes vendor parking permits, in accordance with campus policy-
Must drive university vehicles in fulfillment of job responsibilities.
BETS Department Equipment Custodian (Berkeley Equipment Tracking)
Completes department inventory procedures, including tracking equipment, processing and maintaining records, and completing audits.
Oversees off-site storage, and retention programs/timelines.
Coordinates with Facilities Services as required for moves, space repairs, etc.
Works with building management to manage EH&S-assigned spaces
Purchasing, Procurement and Vendoring
Working within administrative services model:
Duties include procurement from order inception to delivery of products, vendor, P.O. and contract setup, and payment management, including as authorized campus 'Inviter' for vendors
Supports all stages of vendor and contractor procurement and coordinates with program staff and vendors/suppliers to receive required forms and documentation for purchases.
Serve as resource and guide in supporting purchasing (BearBuy) purchases-
Prepares, submits and tracks purchase order requisitions; receives and submits invoices; tracks payout cycle; and proactively communicates with vendors/suppliers on payment expectations.
Complies with applicable campus procurement regulations regarding use of purchase orders, payment requests, and, if applicable, credit card purchases.
Functions as a resource such as researching financial discrepancies, escalated customer service problems and vendor concerns. Works with other campus offices, shared services, BearBuy Help Desk, Vendoring, procurement buyer, the disbursement office, and vendors to ensure completion of all unit purchasing, reconciliation, billing and payments.
May gather and analyze financial and other resource data; prepare reports or analyses of operational activities, evaluate current and proposed services, etc.
May monitor and assess changes to maintain compliance with federal and state requirements and internal policies.
Works on professional committees and assignments, participates in professional training and attends relevant conferences, and/or is mentored or coached on a formal or informal basis.
Other duties as assigned, including but not limited to
Completes and maintains compliance on campus/systemwide training requirements, as well as any training necessary per role.
Serves on the Department Safety Committee; may serve as Department Safety Coordinator or Alternate.
Serves as Dept/Floor Monitor for emergency and other purposes (BEP)
At the request of campus management (EH&S Director, VC Administration/Research, UCPD Chief, or designated alternate), serve in a designate role within the EH&S Emergency Support Function and be on call to the campus Emergency Operations Center in a campus designated disaster or campus hazardous material release/threatened release. Provide appropriate emergency response role based upon expertise and, where applicable, designated departmental role.
Performs additional duties within the scope of this classification as assigned.
Demonstrated organizational and time-management skills, and ability to multi-task with demanding timeframes.
Demonstrated experience and ability to use sound judgment in responding to issues and concerns, and prioritize accordingly. Ability to think creatively to solve problems and develop solutions.
Solid communication and interpersonal skills to communicate effectively with colleagues and clients and all levels of staff, verbally and in writing.
Ability to establish and maintain effective working partnerships and be an effective team-oriented member of the department.
Strong computer skills, including proficiency with MS Office, Google Suite (drive/docs/sheets). Experience with online calendaring systems, with the interest to learn new computer programs and software systems.
Ability to use discretion and maintain confidentiality.
Bachelor's degree and / or equivalent experience / training.
Valid California driver's license, with initial and periodic check of driving record.
Experience and familiarity with campus systems, including BearBuy, IS&T/Telecom Catalog, Access Control, ServiceNow/ServiceHub, Facilities Services work order system, and other UC service systems.
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 STEP 1 ($28.83) to STEP 15 ($39.47), commensurate with experience.
How to Apply
To apply, please submit your resume and cover letter.
A valid driver's license and DMV check for driving record is required.
Not a VISA opportunity
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.
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, please see the U.S. Equal Employment Opportunity Commission poster.
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.