|The Facilities, Scheduling, and Classroom Support Department is responsible for the planning and optimization of instructional and administrative space; the safe, clean, and professional management of ExtensionÃs facilities; classroom and online scheduling; proctored exams; and emergency preparedness. Under the supervision of the Center Classroom Technology & Support Supervisor and in cooperation with other front-line personnel, the Center Lead strives to provide consistent, quality service to ExtensionÃs students, instructors, administrative, and programming staff in support of organizational goals and values |
Classroom Support and Coordination
Ã¯ Ensure that classrooms are prepared in advance of instruction, coordinating logistical details in a timely and appropriate manner. Inspect classrooms for cleanliness and good condition of furniture and basic equipment, e.g., classroom tables and chairs, easels, drafting tables, whiteboards /chalkboards, clocks, waste baskets, etc. Stock classroom supply inventory, including markers, chalk, erasers, flip charts, etc. Using designated cleaning supplies and materials, thoroughly wipe down classroom tables, chairs, and whiteboards after use; remove used flip chart pages, as needed. Respond to and document requests for room set-ups, following up with department staff, as needed. Complete room set-ups following established protocols, adhering to safety, ADA, and occupancy guidelines. Prepare and deliver classroom packets and daily classroom signage, ensuring the currency and accuracy of information. Secure classrooms per established guidelines, providing access, as appropriate. Use department vehicle to deliver classroom materials to Berkeley Campus, as appropriate. May be responsible for ordering supplies using Campus Bear Buy system
Ã¯ Respond to and provide immediate on-site support to instructors and students, e.g., answering studentsÃ questions about enrollment status; assisting instructors with class rosters; maintaining appropriate access to classrooms; and handling late requests for room set-ups, break-out rooms, etc. Following established guidelines and protocols, resolve general issues that arise so as to ensure and uphold the quality of the instructional experience. In the absence of the Classroom Technology Services staff, assist with routine requests for AV support. Troubleshoot equipment problems and notify Classroom Technology Services of classroom technology issues. Serve as point person to receive information from instructors with same-day emergencies. Follow established protocol for situations in which scheduled instructor is absent or no-show. Notify students in classroom, collect attendance roster, and forward information to programming department staff.
Ã¯ Respond to telephone and walk-in inquiries from current and prospective students, staff, instructors, and the general public regarding UC Berkeley Extension classes, programs, and facilities. Encourage enrollment by promoting available and upcoming classes or recommending alternatives to filled or cancelled classes. Ask for assistance, when needed, and re-direct inquiries to other departments, as appropriate. Ensure appropriate catalogs, brochures, and flyers are available for students and visitors, removing expired catalogs, re-stocking items, as needed. Notify Communication and Marketing Services (CMS) if re-order is required. Greet and check-in students at building security check point, as needed, running reports and working in cooperation with on-site security guards to ensure student, instructor, and guest access to facility.
Ã¯ Assist with supporting the safe, clean, and professional maintenance of ExtensionÃs facilities, including classrooms, public areas, and restrooms. Give highest priority to safety-related issues or items that impact the quality of the instructional environment. Respond to classroom-related service requests, handling routine requests personally and immediately, e.g., classroom temperature adjustments. Using building ticket tracking system or established protocols, submit work orders for special service requests , such as restroom cleaning/re-stocking, light bulb replacement, etc. Follow up to ensure that work is satisfactorily completed. Apprise Facilities Manager (or department management) of more complex issues or matters requiring additional attention.
Ã¯ Actively notice and address general facility conditions, handling routine matters personally, e.g., replacing batteries in classroom clocks. Responsible for addressing routine facilities questions pertaining to represented Center, and forwarding other requests to the Center Classroom & Technology Support Supervisor. Function as on-site liaison to property management, security and custodial vendors, and other service vendors. Communicate scheduled holiday information or requests for special coverage, referring financial or contractual issues to Facilities Manager (or department management). Provide assistance at other facilities, as needed, e.g., during staff absences, peak periods, staff vacations, or extended staff leaves. Provide on-site assistance to classroom rental clients, as needed. May serve as work leader to other center staff.
Ã¯ Serve as point person for copier issues, e.g., re-stocking paper, troubleshooting jams, meter readings, or code entry issues. Verify supply of paper, copier consumables, and kitchen supplies and contact Office Assistant/Receptionist for assistance with re-orders. May serve as ergonomics evaluator.
Classroom Scheduling and Revisions
Ã¯ Using existing system (Destiny Solutions) in conjunction with business process guidelines and planning tools, actively monitor sections with low enrollments or potential scheduling conflicts, following up with programming department and scheduling staff regarding section cancellations. Handle last-minute requests for schedule changes, processing changes in Destiny and communicating information to impacted staff. Update classroom schedules, signage, and course support materials accordingly. May schedule and proctor final exams for Extension and non-Extension students in ground-based and online courses. Assist with late requests for scheduling non-instructional events. Provide input to process improvements using new student information system; participate in user acceptance testing, as needed.
Ã¯ Maintain familiarity with building emergency procedures. Serve as resource and lead in the event of an emergency, ensuring clear and consistent dissemination of appropriate safety and security protocols. Work cooperatively with emergency responders. Use discretion and training to identify, report, and act appropriately in emergency situations. May act as Building Coordinator or Alternate.
Other Duties, As AssignedÃ¯ Demonstrated commitment to excellence in customer service. Record of reliable attendance and punctuality. Ã¯ Good interpersonal skills; able to interact with diverse groups in a professional and effective manner. Ã¯ Good knowledge of Microsoft Office programs, including Word and Excel. Comfortable using Google mail, calendar, and document sharing. Able to learn new software quickly. Ã¯ Good organizational ability, with keen attention to detail. Strong verbal and written communication skills. Able to multi-task and prioritize tasks under conditions of frequent interruptions and time constraint. Ã¯ Strong time management and organizational skills. Able to work independently with limited supervision. Ã¯ Able to lift 50 lbs. with or without accommodation Ã¯ Able to move classroom furniture or adjust classroom partitions with or without accommodation. Ã¯ Able to safely operate department vehicles, including van and pick-up truck. Knowledge of California driving regulations. Ã¯ Self-motivated; willing to learn and take initiative to improve quality of service
Licenses or certifications required, if any: Ã¯ Clean and valid driverÃs license, as appropriate, based on facility location assignment. This is a full-time, limited term position that will last no more than 900 hours between May and end of November, 2017. The position is located in both the Berkeley and downtown San Francisco locations.
San Francisco location: Monday-Thursday - 7:30am - 3:30pm
Berkeley Location: Saturdays - 8am - 5:30pm