Front Desk Manager (4722C) #20891

Front Desk Manager (4722C) #20891

The Front Office Manager plays a critical role in the department, overseeing facilities and space, shipping and receiving, event support, and instructional support as well as running the operations of the department's Front Office which serves as both departmental support center and an outward facing receptions for students and visitors. This position sets the tone for high standard of customer service in the department, ensuring that the community and the public are treated with professionalism, courtesy, and responsiveness. This position hires sand supervises a team of student employees (approximately two or three per semester) to support the functions of the Front Office.  The Front Office Manager is a member of the Department's Staff Leadership Team and serves as the Department's Key Access Controller and Building Safety Coordinator.

The three main areas of responsibility are: 

  • Front Office Management and Key Access Control
  • Instructional Support Coordination
  • Space and Event Coordination

*This position requires a commitment to full-time (8 am - 5 pm, M-F) onsite/ in-person work. Unfortunately, there is very little flexibility in these terms, as this position requires providing essential in-person services and support to the department every day.

Responsibilities

45% Front Office Management and Key Access Control:

  • Independently responsible for the day to day operations of the Department’s Front Office, which serves as a support center for the community members of the department and as reception for students and visitors.
  • Hires, trains, supervises, and coordinates a team of Work-Student Student Employees (2-3 each semester) who assist the Front Office Manager to cover all areas of the Front Office general administrative, instructional, space and even support services.
  • Screens phone, email and in-person requests for information that provides general information, makes independent decisions on actions to be taken and/or refers to the appropriate person or source of information.
  • Maintains supply inventories for office and lounges and places orders as necessary, Assists with event orders as needed.
  • Oversees shipping and receiving. Manages the timely and secured distribution of mail and packages. Provides assistance for campus mail, USPS, UPS/FedEx and other special handling.  Assigns and updates mail box assignments. Coordinates receiving in BearBuy as needed.
  • Serves as department Key Access Controller. Creates and/or maintains a database for metal keys, card key access and office and desk assignments.  Distributes metal keys to a variety of new community members each semester. Independently reconciles inventory for all metal keys quarterly, provides administrative reports, and orders new keys when needed. As appropriate and needed, collects cash deposits for keys and/or issues refunds upon the return of keys.  Submits request for card key access for Evans Hall and Statistics rooms with card readers. Works with the Director of Administration to update relevant administrative resources pages on the website (Copy/Print Center, room reservations, etc)

20%  Instructional Support Coordination:

  • Distributes instructional supplies (markers, erasers) to course staff each semester. Manages the Department’s instructional (and other equipment) such as copiers, printers, projectors, fax machines, scanners, tablets, and appliances in lounges.  Keeps inventory and service record of equipment and requests service repair or reorder when necessary.  Signs-out, receives and tracks equipment loaned to instructional staff.
  • Maintains a lending library of textbooks for instructional staff and faculty.  Responsible for textbook orders for faculty. Coordinates with the Faculty to get course texts in the Student Store system each semester.
  • Works with the Director of Student Services to collect and post office hour times and locations on the website and outside the rooms each semester. 
  • Assists with storage and shredding of instructional materials such as quizzes and exams.  Answer basic student questions that come to the Front Office regarding admissions, enrollment, and waiting lists.  Refers students to appropriate departmental staff or other offices on campus when appropriate.
  • Together with the Director of Student Services, hires, trains, and supervises Work-Study Student Assistants to assist with drop-in student questions.

30% Space and Event Coordination:

  • Oversees facilities and space for the department. Serves as the Department’s Building Safety Officer.
  • In coordination with the Director of Administration and Director of Student Services, manages office assignments for faculty, staff, and PhD students.  Works with HR Coordinator to assign desks for postdocs and visitors.  Creates or maintains/updates the space management database.  Handle graduate student office walkthroughs at assignment and departure.
  • Manages the Room Reservation System for the department for seminar and conference spaces. Signs out temporary metal keys for seminar and conference spaces.  Ensures department classrooms are open, facilities are clean and operational, and equipment is working properly each day.
  • Submit requests for building maintenance for both to the proper campus offices, and report building emergencies to proper authorities.  Serve as the point of contact with LSFO, Facilities, and Capital Strategies for office remodels, moves, salvage and recycling requests.  With appropriate faculty Chairs and committee members, assists with departmental seminars, events and colloquia.  With assistance of Work-Study students, coordinates departmental social functions including Tuesday Social Hour, Fall Welcome, Winter Holiday Party and retirements.  Gather & collect invoices relating to entertainment/meeting and prepare the paperwork necessary (i.e. EPO form w/signatures, guest list of events, invoice and email or written request from faculty/student groups) for payment.  Assist Financial Analyst with collecting information required by campus to submit payment for events.  Coordinate parking request for visitors/guests.  Order and inventory parking permits.

5% Professional Development:

  • Participates in training and stays up to date on relevant campus policies and processes. Serves on committees to strengthen and share knowledge base with networks on campus. 

Required Qualifications

  • Requires general office administration skills, particularly computer proficiency using Google Suite, Microsoft Office Suite, database applications and other programs as needed.
  • Requires excellent organizational skills, creativity in problem solving, excellent interpersonal skills necessary to effectively interact with a wide range of customers.
  • Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
  • Requires interpersonal and work leadership skills to provide guidance to other non-exempt personnel.
  • Requires experience working in a customer-service or a public facing administrative position.
  • Requires excellent judgment in resolving immediate situations with very little guidance.
  • Requires adaptability and the ability to work accurately while having frequent interruptions.
  • Requires initiative and ability to work independently and as part of a group.
  • High school diploma or equivalent experience.

Preferred Qualifications

  • Knowledge of higher education institutions or UC experience is preferred.
  • Experience working with facilities, capital projects, and serving in a position with key access control is preferred.

Salary & Benefits

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

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

  • The hourly salary range designated for this position:  $25.65 - $40.70; however, starting salary will be commensurate with experience.

How to Apply

Please submit your cover letter and resume as a single attachment when applying. https://jobs.berkeley.edu/job-listings and search for Job ID #20891

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:

https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
For the complete University of California nondiscrimination and affirmative action policy see:
http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct