Internals

Operations Assistant

  • Hourly Rate: 14.00
  • Summer Commitment: Preferred

Position Overview

The Operations Assistant, under the supervision of the Operations Support Lead of the Client Technology Services (CTS) unit of Student Affairs - Information Technologies (SAIT), is responsible for general office management, administrative support, travel and entertainment planning, support of career staff records inventory management, purchasing support, and software license tracking. The position requires strong organizational and time management skills, the ability to work independently, and the capacity to learn new skills. The Operations Assistant will work as part of the CTS team, using strong communication skills to interact effectively and courteously with a diverse group of customers and support staff. The Operations Assistant must have the ability to write procedural documentation, to effectively present this information to both customers and IT staff, and to respond to questions from IT staff, frontline supervisors, and unit managers.

Qualifications

Required: strong organizational and administrative skills; ability to prioritize tasks and manage time effectively; close attention to detail; strong communication skills; the ability to work independently. The position also requires proficiency in Microsoft Office, especially Excel and Word, as well as the ability to learn quickly and independently; the ability to interact professionally with a diverse group of clients and staff; minimum GPA of 2.0.

Preferred: experience providing high levels of customer service, providing administrative support in a dynamic office environment, working directly with vendors and purchasing products; some technical knowledge of the hardware and software supported by SAIT; proficiency in Adobe Acrobat; valid U.S. Driver's License; GPA of 2.3 or higher.

Terms of Employment

  1. The period of employment for this position commences upon hire and continues through the end of the 2012-2013 academic year.
  2. The CTS Operations Assistant is paid a wage of $14.00 per hour. The position's classification title is Student Assistant III. The Operations Assistant must be a currently enrolled UC Berkeley student with a minimum GPA of 2.0 (2.3 or higher preferred). Students with less than a 2.3 GPA may be asked to limit their work hours.
  3. The incoming Operations Assistant will participate in up to 30 hours of required training, including a mandatory orientation session on April 9th, 2012.
  4. The Operations Assistant is preferred to work a minimum of 15-20 hours per week during regular business hours on at least 4 business days a week during the Summer of 2012.
  5. The Operations Assistant is required to work between 6-12 hours per week during the academic year. A work schedule will be determined in consultation with the CTS Operations Support Lead.
  6. It is a requirement that anyone in this position work in a safe and responsible manner while not putting him/herself or others at risk. This includes complying with applicable policies and regulations, using personal safety gear, observing warning signs, learning about potential hazards, and reporting unsafe conditions.
  7. This position is subject to a criminal background check. A DMV check for valid driver's license and driving record is also preferred. Position meets the following criteria:
    • Possession of key or card access to computer storage areas.
    • Access to detailed personally identifiable information about student staff which might enable identity theft, such as:
      • Access to information that identifies or describes an individual, including but not limited to name, address, telephone number, social security number, date of birth, and personal characteristics that would make the individual's identity easily discoverable.
    • Regular operation of University vehicles as part of assigned job duties is preferred.
    • Specific job duties requires access to both on and off site computer equipment storage as well as access to staff personnel files which contain one or more pieces of personally identifiable information including name, social security number, and birth date. Driving is preferred to get to various units and locations.
  8. Employment with the Student Affairs Information Technologies unit is subject to the applicant's ability to provide appropriate documentation and sign necessary papers for employment in conformance with state laws and University regulations.
  9. Continued employment is contingent upon satisfactory job performance evaluation by the CTS Operations Coordinator.
  10. Work-Study strongly encouraged.

Job Duties

Under the direction of the CTS Operations Support Lead, the incumbent will perform the following duties:

60% Office Support and Administration

  • Maintain office inventory and track all equipment and purchase orders, invoices, forms, and administrative files. Reconcile and update records as necessary.
  • Track and process career staff timesheets and leave requests.
  • Work with the Lead to develop and modify existing procedures to improve responsiveness, quality, and streamline processes.
  • Coordinate, transfer, and reconcile staffing and operational budget information with the Information Technologies Budget Assistant.
  • Write memos and letters. Process hiring, change of status, and separation forms.
  • Compile reports drawing information from a variety of sources: existing documentation, ledgers, supply orders, purchases etc.
  • Train staff as necessary on the appropriate utilization of forms and administrative procedures.
  • Perform work according to documented procedures and advise immediate supervisor if any problems should arise.
  • Work on special administrative projects as assigned by the Lead and as required by departmental production needs.

25% Meetings and Events Coordination

  • Consult with customers in order to determine objectives and requirements for events such as meetings, retreats, etc.
  • Monitor event activities in order to ensure compliance with applicable regulations and laws, satisfaction of participants, and resolution of any problems that arise.
  • Confer with staff at a chosen event site in order to coordinate details.
  • Review event bills for accuracy, and process and approve reimbursement.
  • Plan and develop programs, agendas, budgets, and services according to customer requirements.
  • Coordinate services for events, such as accommodation and transportation for participants, facilities, catering, signage, displays, special needs requirements, and printing.
  • Arrange the availability of audio-visual equipment, transportation, displays, and other event needs.
  • Inspect event facilities in order to ensure that they conform to customer requirements.
  • Maintain records of event aspects, including financial details.
  • Conduct post-event evaluations in order to determine how future events could be improved.
  • Meet with sponsors and organizing committees in order to plan scope and format of events, to establish and monitor budgets, and to review administrative procedures and event progress.

10% Inventory maintenance and tracking

  • Maintain hardware inventory database.
  • Create and maintain simple databases and provide reports.
  • Check all new equipment shipments for accuracy and reconcile problems with the vendor, Accounts Payable, and Purchasing.
  • Track software inventory and licensing. Assist in the coordination of software license compliance for all departmental equipment.
  • Produce ad hoc inventory reports as needed.

5% Staff Development

  • Participate in Student Leadership activities & support the development of the Student Leadership model.
  • Participate in inter-team events coordinated by the respective Leads and supervisors.
  • Meet with Lead regularly for feedback and evaluation.
  • Participate in CTS Operations Team meetings and contribute to the agenda as appropriate.

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