Administrative Assistant , Berkeley Dining

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 makes it a special place for students, faculty, and staff, who are among the most talented and accomplished anywhere, including Nobel laureates, Pulitzer Prize winners, and Mac Arthur Fellows. Since our founding in 1868, we have been an engine for innovation - driving intellectual, economic, and social progress that benefits California, the U.S., and beyond.

Together, we change the world.

At Berkeley, the best careers are built on a foundation of continuous learning and growth . We actively support professional development by providing all full-time staff employees with at least 80 hours of paid time per year and provide space for supportive colleague communities via numerous employee resource groups.

In the Division of Student Affairs and under the Residential Student Services Programs portfolio, Berkeley Dining is a self-operated dining program focused on culinary excellence, social responsibility, and supporting the living/learning environment of our customers.

With more than 12,000 meal plan holders, Berkeley Dining serves over 5 million meals per year in 14 facilities with a combination of residential "all you care to eat" dining, retail "a la carte" dining, training table, early childhood meal production, and catering. Berkeley Dining services the campus seven days per week, seventeen hours per day, and is home to full-time, part-time, and student staff across multiple locations.

The Administrative Assistant meets the administrative needs of Berkeley Dining under the direction of the Assistant Director. This position performs a variety of administrative functions, including research, compiling and assisting in data analysis, writing/editing documents, and coordinating presentations. The Administrative Assistant manages calendars and meetings, takes notes, prepares written meeting minutes, and creates memoranda in proper business formats. Additionally, this position organizes meetings, supports professional search processes, assists in planning and facilitation of departmental trainings, and coordinates communication among departmental units.

This role also assists in the coordination and analysis of various Berkeley Dining programs, coordinates travel arrangements, and supports other Berkeley Dining staff with specific projects as assigned through the Assistant Director.

The First Review Date for this job is:
August 5, 2026. For full consideration, please apply on or before the first review date.

General Departmental Administration - 25%

• Provide primary administrative support and manage daily office operations for central Cal Dining.
• Coordinate communication among departmental units. Attend meetings as required or requested.
• Direct and train student employees on projects and processes.
• Organize, schedule, coordinate, and provide administrative support for recruitment processes.
• Create, proofread, edit, update, and ensure timely distribution of: various documents, correspondence, operational calendar, manuals (e.g. Cal Dining organizational standard operating procedures, administrative desk manual), directories, etc.
• Ensure above materials are in proper business formats, accurate, grammatically correct, and handled confidentially, as required.
• Greet, direct, and provide information in a professional manner via phone, in person, and online to students, staff, faculty, and visitors regarding: general information for Cal Dining/RSSP, meal plans, debit cards, Cal Dining website, etc. Coordinate the maintenance, cleaning, fueling, and use of central Dining vehicles. Pick-up and distribute mail.

Purchasing / Recharges / Travel / Entertainment - 20%

• Prepare, maintain, track, process, reconcile and correct errors in a timely manner for: travel and entertainment requests and reimbursement, recharges to other campus entities, transaction documents, financial reports (as requested), invoices, spreadsheets, etc. following appropriate University/departmental guidelines.
• Make low-value purchases for office supplies and related items.
• Follow up and resolve any problems related to the above. Coordinate and book travel and lodging arrangements.
• Determine and implement new methods for tracking and correcting procurement transactions that do not conform to UC Berkeley purchasing guidelines.
• Create procedures in order to ensure appropriate use.

Staffing Projects - 25%

• Develop, track, coordinate, and maintain documentation, spreadsheets, databases, and computer systems related to staffing: employee transfers, academic year staffing, and summer scheduling and staffing, and performance evaluations.
• Drafts and distributes documents related to staffing in a timely manner to ensure compliance with bargaining agreements and operational timelines.

Calendaring and Meetings - 10%

• Coordinate all pre-meeting and post meeting…