Administrative Coordinator (4263C) 85595

About Berkeley

At the University of California, Berkeley, we are dedicated to fostering a community where everyone feels welcome and can thrive. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

As a world-leading institution, Berkeley is known for its academic and research excellence, public mission, diverse student body, and commitment to equity and social justice. Since our founding in 1868, we have driven innovation, creating global intellectual, economic and social value.

We are looking for applicants who reflect California's diversity and want to be part of an inclusive, equity-focused community that views education as a matter of social justice. Please consider whether your values align with our Guiding Values and Principles, Principles of Community, and Strategic Plan.

At UC Berkeley, we believe that learning is a fundamental part of working, and provide space for supportive colleague communities via numerous employee resource groups (staff organizations). 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 full-time staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. Find out more about how you can grow your career at UC Berkeley.

Departmental Overview

Berkeley Social Welfare is one of the nation's leading social work graduate programs. As part of the world's top-ranked public university, the School of Social Welfare is producing new knowledge for the common good and training the next generation of social work thought leaders dedicated to serving society's most vulnerable members. Known for combining rigorous scholarship with outstanding education, the School of Social Welfare offers MSW and PhD programs as well as an undergraduate major. Since 1944, the School has prepared nearly 12,000 social work professionals for leadership positions in the public and nonprofit human service sectors. Berkeley Social Welfare graduates are dedicated to meeting the growing needs of marginalized, underserved, and other vulnerable populations.

Application Review Date

The First Review Date for this job is April 28, 2026

Responsibilities

Program Expense Coordination and Financial Support

• Provide purchasing and reimbursement support for faculty and staff using various methods and systems, including bluCard, BearBuy, Reimbursement System, ConnexxUC, and the Direct Bill ID system. Types of purchases may include software, computer supplies, equipment, equipment maintenance agreements, office supplies, professional service agreements, memberships, honoraria, hotel conference contracts, research participant payments, faculty moving expenses, and others. Provide policy, process, and system guidance on purchasing and reimbursement for faculty, staff, students, and guests to ensure the proper submission of expense requests. Obtain relevant authorization when applicable.
• Reconcile and review expenses, coordinate accounts receivable invoicing, customer setup, and submit financial journals using systems such as Berkeley Financial System (BFS) and CalAnswers Financials. Support financial aid award entry using the Student Information System (SIS). Submit funding entries and salary cost transfers in UCPath.
• Acquire working knowledge of all departmental funds and chartstrings and familiarity with faculty funds managed by ProS Regional Research Administration.

Administrative Support and Front Desk

• Provide general University and School policy and procedure guidance to students, staff, faculty, and the public. Provide general administrative support to the Dean's Office, Instructional staff, and guests and visitors. Maintain and update relevant departmental lists, manuals, website pages related to administrative business processes, and other support resources.
• Serve as the primary receptionist, greeting visitors, answering phones, routing messages, and screening and directing inquiries as needed. Monitor and respond to incoming inquiries to the shared front desk team email. Handle incoming and outgoing mail and shipments. Oversee conference room scheduling process and guidelines, and room reservation requests from external groups.
• Oversee staffing of student workers for administrative support. Responsible for hiring, training, scheduling, managing, and reviewing the work of student workers.
• Monitor supply inventory in the Dean's Office and replenish when stock depletes.

Facilities, IT & AV Support

• Report and/or submit tickets for emergent facilities issues. Coordinate with Facilities Services to ensure timely, satisfactory completion of work.
• Check in and out rental AV equipment, and provide basic AV support in classrooms/conference rooms.
• Coordinate computer equipment purchases, manage inventory, and set up workstations. May coordinate computer deployment and refreshes with employees and IT Client Services.

Professional Development

• In consultation with the supervisor, develop an annual professional development plan. Attend campus workshops and training programs related to essential functions.

Other duties as assigned.

Required Qualifications

• Ability to use sound judgment in responding to issues and concerns, including knowing when to escalate issues.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff, faculty, students, donors, guests, and the general public verbally and in writing.
• Ability to set priorities, meet constant deadlines, follow through on tasks and commitments, interact effectively with diverse groups, and work independently and as a member of a team.
• Possess problem identification, problem-solving, and reasoning skills.
• Ability to use discretion and maintain confidentiality, especially regarding student and financial information.
• Solid working knowledge of common office tools such as the Google Office Suite and Microsoft Office tools. Familiarity with or can quickly learn common campus applications such as BearBUY, BFS, UCPath, CDS, SIS, CalAnswers, etc.
• Bachelor's degree in a related area and/or equivalent experience/training.
• Availability to work occasional nights and weekends for special events.