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Administrative Assistant III (4722C), Lawrence Hall of Science - #3555

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POST DATE 12/13/2019
END DATE 1/24/2020

University of California-Berkeley Berkeley, CA

Berkeley, CA
AJE Ref #
Job Classification
Full Time
Job Type
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Entry Level (0 - 2 years)


Job Title

Administrative Assistant III (4722C), Lawrence Hall of Science - #3555

Job ID



Main Campus-Berkeley

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About Berkeley

At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

The University of California, Berkeley, is one of the world s leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.

We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.

Application Review Date

The First Review Date for this job is: December 29, 2019

Departmental Overview

Berkeley s Lawrence Hall of Science the country s only science center that is part of a top-tier, public research university. This distinctive affiliation allows the Hall to partner with world-class scientists, engineers, educational leaders, and teachers, with the goal of developing and disseminating the most innovative and effective science, technology, engineering, and mathematics (STEM) programs available today. Our mission is to inspire and foster science learning for all especially for those with limited access to science.




* Review Travel Reimbursement Request Form (TRRF) or Mileage Reimbursement Request Log for completeness and appropriateness.

* Ensure Financial Analyst and PI/PD or Group Associate Director approval has been obtained.

* Reconcile receipts to TRRF

* Organize receipts for audit scanning

* Audit travel packet ensuring compliance with travel policies, applicable U.C., State, Federal policies and procedures and departmental policies.

* Obtain additional or missing receipts, memos, approvals or information from traveler or FA, PI/PD or Group Associate Director.

* Code expenses to correct BFS account codes, paying close attention to expenses in the non-travel categories, participant support (Indirect costs may not apply) and split coding, ensuring integrity to General Ledgers.

* Reconcile expenses to General Ledgers.


* Review Entertainment Reimbursement Request Form (ERRF)

* Reconcile receipts and participant list to ERRF

* Organize receipts for audit and scanning

* Audit Entertainment packet ensuring compliance with Entertainment policies, applicable U. C, State, and Federal policies and procedures, and departmental policies.

* Obtain additional or missing receipts, memos, approvals, information from Host or FA, PI/PD or Associate Group Director.

* Reconcile expenses to General Ledgers

BearBuy Super Shopper:

* Create cart in BearBuy for Check Requests Reimbursements, purchase orders (reimbursements, payments to vendors, stipends, honorariums, supplies, weekly retail operations UPS invoicing, and miscellaneous orders) and bluCard Tracking - audit requests for appropriateness, compliance and ensure PI/PD or Associate Group Director approval is obtained prior to creating cart and submitting through BearBuy approval process; scan and uploads required supporting documentation.

* Coordinate with vendor/supplier when New Vendor Set-up required prior to cart creation and coordinate with campus Vendoring Department to establish vendors in BearBuy system ready for use; coordinate with vendor to secure other required forms, in consultation with Department Buyer when purchasing service needs arise.

* Correctness to GL preparation (Financial Journals)

* Adheres to U.C, State, Federal policies and procedures and department policies on purchasing, utilizing the system-wide agreements within the BearBuy financial system for punch-out catalog and non-catalog items as appropriate.

* Reconcile expenses to General Ledgers.


* Provide customer service to incoming callers and visitors.

* Provide administrative support to LHS Event Specialist Team.

* Serves as a backup to LHS Administrative Staff supporting other LHS Groups when out away.

Retail Operations Support:

* Revenue ledgers reconciliation.

* Finalization of Inventory.

* Reconcile and audit weekly UPS invoices (Inbound/Outbound).

* Complete and submit Student Actions.

* Facilitate Student Job postings and Interview scheduling for Visitor Services and Retail Operations.

BluCard Reconciliation:

* bluCard Reconciliation for Retail Operations cardholders

* Maintain bluCard purchasing database

* Verifies correctness and appropriateness of back-up documentation for assigned (bluCard) cardholder purchases; ensuring compliance with University policy requirements;

* Prepares bluCard form for purchases; obtains additional or missing receipts, memos, approvals, and information from FA, PI/PD or Associate Group Director

* Reviews and reconciles using the Berkeley Financial System (BFS) and submits to the LHS UCB Purchasing Credit Card Administrator for final approval prior to BFS 15 day staging clear date.

* Reconcile expenses to General Ledgers

Event Card Administrator:

* Department reconciliation, training and card requester.

* Ensures and resolves fraudulent card activity.

* Ensures UC mandated annual refresher training for cardholder is completed.

* Verifies LHS Event Card purchases for completeness.

* Audits and overseas the preparation of documentation for the LHS Events Team (3 Even Cardholders).

* Approves transactions in the Berkeley Financial System (BFS) ensuring compliance and adherence with campus 15 day staging clear date.

* Reconciles expense to general ledgers.

* Initiates Financial Journals for transactions that have cleared and posted to the Event Card default chart of accounts.

* Adheres to applicable U.C., State and Federal policies and procedures.

RMG Business Office Team Lead:

* Responsible for managing daily operations of LHS Business Office in absence of Supervisor.

* Provides support to team as needed.

* Other duties/projects as assigned by RMG Director or Immediate Supervisor.

Required Qualifications

* Solid verbal and written communication and interpersonal skills to communicate effectively and respectfully with all levels of campus and UC administrators and staff.

* Ability to use sound judgement in responding to issues and concerns.

* Ability to manage multiple competing projects or assignments at the same time, establishing priorities and meeting competing deadlines.

* Strong attention to