Administrative Officer 2 (7376U) #23617

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: August 8, 2017.
Departmental Overview
The California Institute for Quantitative Biosciences (QB3) is a cooperative effort between the state of California, private industry, venture capital, and the University of California campuses at Berkeley, San Francisco, and Santa Cruz. In order to stimulate discovery at the intersection of the physical and biological sciences, QB3 promotes multidisciplinary research at world-class facilities, creates innovative educational programs, and fosters industry partnerships. The Institute's more than 200 researchers decipher the complex systems involved in living systems and discover ground-breaking applications for that basic knowledge in the areas of health, energy, and the environment.
The Faculty and Laboratory Administrative Coordinator plans, administers and coordinates the daily operations of multiple research groups, currently the Hallatschek, Head-Gordon and Kumar laboratories in Stanley Hall on the UC Berkeley main campus. S/he uses professional concepts to apply campus policies and procedures to resolve a variety of administrative operational issues, including grant and personnel management, laboratory and office facility management, materiel management, research symposia and publication activities, and website management. S/he monitors expenses on contracts and grants, coordinates invoices and payments and may help interpret guidelines for contracts and grants where the guidelines are clear and unambiguous. Works independently with no general supervision. Demonstrates good judgment in selecting methods and techniques for obtaining solutions.
Administers a defined operational program or activities, which may include some of the following functions: finance, facilities, payroll, space planning, student services, human resources, communications, informational technology or safety.
Manage all activities concerning postdoctoral researchers, graduate students, visiting professors/scholars and undergraduate researcher employment coordination.
Work with Campus Shared Services Human Resources (CSS HR) to coordinate visa and work permit applications.
With CSS HR support, provide guidance to supervisors and managers in developing job descriptions, facilitating benefits communications, and providing guidance on compensation programs, personnel policies, and procedures. Coordinate the hiring of research group personnel.
Contracts and Grants, pre-, post-award:
Assist in the preparation of grant proposals.
Coordinate yearly and final reports for grants and contracts.
Compile and prepare technical reports, research summaries and final reports for submission to federal agencies.
Prepare and assemble grant proposals, prepare curricula vitae, and forms.
Take initiative in coordinating with other researchers/faculty members to obtain required information.
Obtain latest grant information via the internet.
Responsible for grant submission.
Manages the business affairs of research projects, developing operational procedures.
Gathers and analyzes financial and other resource data; prepares reports or analyses of operational activities, evaluation of current and proposed services, etc., for internal/external constituencies' review and decision-making.
Assesses and recommends changes to maintain compliance with federal and state requirements and internal policies. Keep researchers informed of significant issues and deadlines.
Accounting and payroll:
Functions as a resource on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns. Work with Campus Shared Services (CSS) Business Office and Budget administrators on reallocation of funds as necessary.
Inform UCB and LBNL payroll offices about research personnel payroll status.
Program/office management:
Manage the business affairs of the office; develop operational procedures to ensure efficiency in the administrative offices and laboratories.
Serve as primary office contact to broad range of organizations at UCB and off-campus, where faculty may have collaborators.
Arrange faculty travel, reimbursements for travel and entertainment.
Database, Web and Presentation/Publication Support:
Design and maintain databases, logs and spreadsheets to facilitate efficient retrieval of information. Oversee broad range of organizational responsibilities for the research groups including travel arrangements and processing travel authorizations and reimbursements. Provide technical and administrative support for teaching.
Assist with the creation of presentations and technical illustrations for proposals, seminars, examinations, and final publications.
Responsible for accuracy of final version of manuscripts containing complex technical terminology, and figures for publication in scientific journals, both print and electronic (editing, formatting, preparation of photographic material, archiving, and correspondence with editorial staff).
Required Qualifications
Working knowledge of common campus-specific and other computer application programs.
Knowledge of University rules, regulations, processes, protocols and procedures for budget, account and fund management, personnel and travel management.
Knowledge of financial analysis and reporting techniques, human resources policies and procedures for staff and academic employees.
Solid communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing.
Solid organizational skills and ability to multi-task with demanding timeframes. Flexibility and ability to adapt to change.
Ability to use discretion and maintain all confidentiality.
Ability to use sound judgment in responding to issues and concerns.
Ability to understand applicable federal, state, local, sponsor and institutional regulations, policies and guidelines.
Ability to understand applicable compliance requirements to financial conflict(s) of interest, biosafety, etc.
Web design and management, internet development, graphic design, and scientific illustration skills.
Knowledge of events planning.
Knowledge of common University-specific computer application programs.
Familiarity with multiple computer platforms.
Ability to analyze, synthesize data, and recommend solutions and options.
Initiate and implement solutions using sound judgment within policy parameters, and independently make operational decisions.
Initiative taken in learning new administrative, design and computational skills.
Preferred Qualifications
Experience in event planning and public relations, including design, organization, and production of complex events.
Bachelors degree in related area and/or equivalent experience/training
Salary & Benefits
Annual Salary Range: $45,300.00 - $69,100.00
For information on the comprehensive benefits package offered by the University visit:
How to Apply
Please submit your 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:

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