Internals
13.00
$ per hour
Summer Required

The Assistant Office Coordinator ...
Helps manage office operations:
  • Maintains office supplies inventory and keep conference rooms, copy room, and kitchen/break areas clean, stocked, and organized.
  • Provides business hours reception desk coverage to welcome staff, guests, and visitors to the building.
  • Assists SAIT Executive Assistant with administrative projects, such as creating technical binders and developing electronic filing systems.
Provides communications and staff coordination support:
  • Writes announcements to SAIT staff regarding office-related issues.
  • Keeps SAIT staff calendar updated with vacation leave/sick leave/out of office requests, and communicates with managers and supervisors for necessary approvals.
  • Communicates effectively with SAIT staff to gather requirements and provides status updates for their requests.
Assists with travel and event coordination:
  • Submits requests for travel, events, entertainment requests, or other reimbursements as needed.
  • Works with Student Affairs Business Operations Team to coordinate services for events, such as accommodation/transportation, facilities, catering, signage, displays, special needs requirements, and printing.
Carries out administrative responsibilities:
  • Updates online calendar (bCal) regularly.
  • Creates and maintains documentation for office and position-specific policies and procedures.
  • Attends regular staff meetings as needed.
Examples of Projects and Daily Tasks:
  • Update department calendar with scheduled staff leave.
  • Send reminders to staff to update project tracking tool.
  • Inventory and reorder office supplies as needed.
What You'll Bring to the Job
Required Skills:
  • Proficiency with common office software (Microsoft office suite, Google Apps)
  • Quick learner with the interest and ability to take on new roles and learn new technologies on a frequent basis
  • Ability to maintain confidentiality when handling sensitive information
  • Ability to prioritize tasks and manage time effectively
  • Pays Close attention to detail
  • Possesses Strong communication skills
  • Ability to work productively in a team or independently
  • Ability to exercise judgment and take initiative
  • Ability to work independently on assigned, sometimes complex, projects and complete them with minimal instruction
  • Minimum GPA of 2.5
Bonus:
  • Experience providing high levels of customer service
  • Proficiency in Adobe Creative Suite (i.e. InDesign and Photoshop)
  • Ability to lift 25-50lbs
  • Experience providing administrative support in a dynamic office environment
  • General knowledge of office equipment such as copy and fax machines
  • Minimum GPA of 3.0
What You'll Learn on the Job
  • Advanced communication skills with wide variety of peers, coworkers, and full-time professional staff
  • How to manage operations in a professional office setting
  • Time management and organizational skills
  • Exposure to IT practices and operations
  • Project coordination skills and methods
Availability & Training Requirements
  1. The period of employment for this position begins upon hire and continues at least through the end of 2017-2018 academic year.
  2. Must be a currently enrolled UC Berkeley student.
  3. Must be available for 2-5 hours per week of training during the spring 2017 semester, including New Staff Orientation on Friday, April 7.
  4. Must be available to work 20-40 hours per week during the summer.
  5. Must be available to work 10-15 hours per week during the academic year.
  6. Required to attend all-staff training on August 18, 2017.
  7. A valid driver's license and a driving record check is required for all SAIT employees who drive the departmental vehicle in the course of their work (driving is preferred, but not required, for this position).
  8. Must clear a criminal background check due to the level of data access and access to systems and physical spaces required by the position.
  9. Continued employment is contingent upon satisfactory job performance evaluation by the Executive Assistant for SAIT.
The Interview
What to Expect

Assistant Office Coordinator candidates will meet with a small panel made up of the current Assistant Office Coordinator, the team supervisor, and possibly a member of another team that regularly works with the Assistant Office Coordinator to discuss how their skills and experience are a fit for the job. The interview will last about one hour, and will include some general questions as well as some that are specific to the position responsibilities. Candidates will also be asked to bring a BearFacts transcript to verify they meet the minimum GPA requirement.

Sample Interview Questions
  • Describe a past situation when you encountered a complex or unexpected problem. How did you go about solving it?
  • Describe your ideal working relationship with your supervisor. Do you prefer to have regular or daily check-ins about your work, or do you like to have a lot of time to work on your own?
  • Describe a time when your workload seemed overwhelming. How did you organize or prioritize the work? What would you have done differently?

This job is currently not open for hiring

Have a question? Email us at hiring@rescomp.berkeley.edu.