Working @ Haas

Human Resources

Business Services Administrator 2

Job Title: Business Services Administrator 2 (4722C) #24319
Job ID: 24319
Location: Main Campus-Berkeley
Full/Part Time: Full-Time
Department: Haas Core Programs
Regular/Temporary: Regular

About Berkeley

The University of California, Berkeley, is one of the world's most iconic teaching and research institutions. Since 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world. Berkeley's culture of openness, freedom and acceptance—academic and artistic, political and cultural—make it a very special place for students, faculty and staff.

Berkeley is committed to hiring and developing staff who want to work in a high performing culture that supports the outstanding work of our faculty and students. In deciding whether to apply for a staff position at Berkeley, candidates are strongly encouraged to consider the alignment of the Berkeley Workplace Culture with their potential for success at http://jobs.berkeley.edu/why-berkeley.html

Application Review Date

The First Review Date for this job is: January 1, 2018

Departmental Overview

The Haas School Business (“Berkeley Haas”) is one of the pre-eminent business schools in the world.The school employs ~ 80 FTE ladder faculty, 130 professional faculty and 230 FTE staff serving 2,200 students in six degree programs - three of which are “self-supporting.” In addition, the school is home to a strong and growing Executive Education unit which serves both domestic and international executives. Berkeley Haas supports a multitude of research, teaching and public service institutes as well as two research laboratories, the Long Business Library, and an on-site cafe. Staff is organized across many functions including admissions, career services, computing, financial aid, student affairs, business services and facilities. The school provides business and financial leadership/expertise to the campus and is served by an international advisory board of business and industry leaders.
The school’s annual budget is in excess of $150 million and boasts an endowment of more than $300 million. The complexities of the school’s finances include non-state funded faculty FTE, self-funded degree programs (and corresponding independent fee approval and registration processes), over 300 funds of all types (central, student fees, recharge, gifts, endowments (held at both the Regents and Berkeley Foundation) contracts and grants), and multiple loan programs some of which are self-funded and insured. Further, the Berkeley Haas senior staff, Dean, faculty and advisory board demand robust year-end financial statements. In short, the school has the highest standards for financial management and it has an incredibly complex professional school financial system given the unique activities of the school.


Responsibilities

The Business Accounting Assistant is part of the Faculty support unit at the Haas School of Business. Under direct supervision of the Manager, the incumbent provides quality professional administrative support services for the Faculty. Works closely with preparers and campus to define and document Haas reimbursement processes and controls. Major duties will include travel and entertainment reimbursement processing, preparing purchase orders/purchase requisitions, creating and maintaining filing systems for payments and reimbursements, producing routine financial reports and assisting with group administrative activities.

The Business Accounting Assistant is part of the Faculty support unit at the Haas School of Business. Under direct supervision of the Manager, the incumbent provides quality professional administrative support services for the Faculty. Works closely with preparers and campus to define and document Haas reimbursement processes and controls. Major duties will include travel and entertainment reimbursement processing, preparing purchase orders/purchase requisitions, creating and maintaining filing systems for payments and reimbursements, producing routine financial reports and assisting with group administrative activities.

Accounting Support

Perform accounting and reporting tasks using the Berkeley Financial System (BFS), Berkeley Travel & Entertainment systems and Berkeley financial reporting system (BAIRS), Supply Chain Management and BearBuy systems.

  • Receive receipts and business explanations required to process expense vouchers for travel, entertainment, purchases and memberships.
  • Submit reimbursement requests in a timely manner and take initiative to follow-up with affected parties through completion of payment.
  • Prepare and process purchase orders.Set up vendors in BFS as needed.
  • Liaison with vendors regarding proper invoicing procedures and documentation.
  • Research issues or problems that arise from submissions with incorrect documentation.
  • Communicate with the Faculty Assistants and other Academic groups regarding any special policy requirements needed for appropriate reimbursement.
  • Run routine monthly financial reports for faculty expense accounts.

General Administrative Support

Under minimal supervision, provide a variety of business services duties including, but not necessarily limited to, the tasks described below.

  • Organize assignments to fulfill special instructions, quality standards and meet deadlines despite frequent interruptions.
  • Provide administrative support to the PhD program for Campus Visit Day in areas of meeting signups, meal planning and reimbursement processing.
  • Answer inquiries from students, faculty, coworkers and the general public.  Direct inquiries to appropriate individuals or departments for further information or assistance.
  • Coordinate special projects, creating and maintaining databases as needed.
  • Provide backup support for faculty purchases and seminar planning

Career Development

  • Participate in activities that enhance the campus community and/or larger community to further University service.
  • Attend classes and trainings which will enhance expertise in job area and future goals.
  • Work on special programs as assigned.

Required Qualifications

  • Two years of experience as an administrative assistant
  • Strong Customer Service
  • Effective oral/written English and interpersonal communication skills.
  • Ability to prioritize and manage multiple projects and adapt to changing priorities
  • Ability to work effectively under pressure and within tight deadlines.
  • Strong attention to detail and organized.
  • Self-motivated. Works well in teams and independently.
  • Demonstrated ability to establish and maintain professional working relationships.
  • Proficiency using Microsoft Office (Word, Excel, PowerPoint) and office computing hardware and software.

Salary & Benefits

Salary range: $26.12 to $26.71

For information on the comprehensive benefits package offered by the University visit:

http://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

How to Apply

To apply, please visit http://jobs.berkeley.edu. Please submit the cover letter and resume as a single attachment when applying.

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 see:
http://www.eeoc.gov/employers/upload/poster_screen_reader_optimized.pdf

For the complete University of California nondiscrimination and affirmative action policy see:
http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct