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Job ID: 162633

BioMADE Administrative Officer (7377U) - 20620
University of California, Berkeley

Date Posted Jul. 13, 2021
Title BioMADE Administrative Officer (7377U) - 20620
University University of California, Berkeley
Berkeley, CA, United States
Application Deadline Open until filled
Position Start Date Available immediately
  • Professional Staff
  • Administrative Support/Services

BioMADE Administrative Officer (7377U) - 20620

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: July 23, 2021

Departmental Overview

The Bioindustrial Manufacturing And Design Ecosystem, or BioMADE, joins eight Department of Defense (DoD)-sponsored Manufacturing Innovation Institutes (MII) as part of the Manufacturing USA network. BioMADE will support the growth and sustainment of domestic bioindustrial manufacturing, perform research and development (R&D) activities, facilitate the distribution of R&D funding to member institutions, and support national defense needs. BioMADE will be the nation's leading collaborative research institute dedicated to advancing bioindustrial manufacturing technologies. BioMADE has a satellite office in Berkeley, California and all Berkeleybased BioMADE staff members are employed by the University of California. BioMADE, in partnership with the University of California, offers excellent benefits and salary as well as a progressive and flexible workplace environment. Please consider joining this highly motivated team dedicated to advance the bioeconomy.

The BioMADE Administrator independently supports the operations and programmatic support of BioMADE's Berkeley offices and provides professional level support to the BioMADE national technical/program team. The program team is comprised of technical scientific specialists across the nation who manage and provide oversight to the BioMADE technical program. The program oversees all technical programmatic activities in multiple scientific thrust areas, Education and Workforce Development, and Ethical, Legal and Social Issues. The Administrator will support all aspects of these activities ensuring that processes are developed and implemented in a streamlined fashion and in compliance with complex Dept of Defense (DoD) security requirements. Responsibilities will include developing, implementing, and performing management and administrative on-line processes and procedures for complex program activities, BioMADE's Berkeley operations and BioMADE's complex, large proposal review and grant making activities. It is projected that there will be up to 200 awards made and/or active annually and awards in excess of $25,000,000 a year. The BioMADE Administrator will be responsible for coordinating across a large team of technical program managers, as well as a large number of independent reviewers dispersed across the nation. Duties will include a variety of complex support duties to individuals, groups, or programs in accordance with both BioMADE policies and procedures as a non-profit and DODfunded institute, and the University of California's own set of policies and procedures. The Administrator will be responsible for all aspects of the operations of the BioMADE Berkeley office including coordinating IT systems to meet DoD security requirements, facilities and safety, business services, and coordination of operations and activities with BioMADE's main office.


BioMADE UC Berkeley and Technical Program Operations:
  • Responsible for all aspects of the operations of the BioMADE Berkeley office including HR, coordinating IT systems to meet DOD security requirements, facilities and safety, financial and business services, and coordination of operations and activities with BioMADE's main office.
  • Approximately $750K per year operations budget managed at UC Berkeley and a minimum of $15M in grants awarded to external institutions through BioMADE.
  • Independently research and analyze relevant financial, programmatic and administrative data as needed.
  • Independently identify gaps and inefficiencies in BioMADE business and administrative policies/business procedures; research solutions; draft clear, concise department policies/business procedures to align with department objectives and priorities and DOD cooperative agreement requirements (e.g. IT security requirements); create and oversee complex electronic filing and workflow system and ensure access is structured to meet the national teams needs and complex security requirements.
  • Independently identify and investigate problems as they arise and use available resources to research and determine solutions.
  • Maintain a working knowledge of University Administrative and BioMADE procedures and policies including complex DOD cooperative agreement and federal non-profit requirements.
  • Act as the primary operations contact and for BioMADE Berkeley with the BioMADE leadership and main office operations team.
  • Responsible for all coordination with BioMADE main office operations.
  • Participate in BioMADE operations management meetings to ensure streamlined and coordinated activities.
  • Ensure all operations meet strict confidentiality and security requirements including International Traffic in Arms Regulations (ITAR) and Export Control.

Program Management:
  • Independently support BioMADE's CTO and technical program management team of approximately ten nationwide program management professionals; triaging all inquiries and ensuring complex proposal and program activity timelines are met.
  • Provide support to team to ensure communications and coordination across complex program with multiple scientific thrust areas and teams; additional programs in Education and Workforce Development and Ethical, Legal and Social Issues; multiple national leadership and technical program committees; and a host of activities including but not limited to proposal call development and dissemination, proposal submission tracking and reviewer assignment, reviewer tracking, award and declination notices, project progress tracking, and project problem remediation. Develop system to track and organize BioMADE's multiple and complex National project calls, receipt of proposals and award notices.
  • BioMADE will have over to 200 industry, academic and nonprofit members eligible to apply to proposal calls.
  • There will be approximately 75 active projects annually involving up to 200 sub awards at any given time and at least $15M in awards.
  • Independently manage and oversee the tracking of BioMADE's complex project milestones and calendars, and manage BioMADE's technical leadership activity schedules and calendars involving teams of scientists and reviewers from across the nation; schedule leadership and program meetings; and prepare and disseminate necessary meeting materials.
  • Manage and oversee all technical program event and meeting logistics.
  • Events will be held around the nation and responsibilities include negotiating room and meeting contracts, all meeting logistics, coordinating room reservation systems, travel arrangements and reimbursements; and providing on-site meeting support to attendees.
  • Manage process for security and export control reviews and tracking of proposals.
  • Serve as liaison with subawardees on these and other contractual requirements.
  • Serve as backup to BioMADE's national operations team.
  • Additional Duties Assist with complex administrative and departmental projects in support of national innovation institute as needed.
  • Participate in University trainings, meetings, and other professional development activities as they arise.

Required Qualifications
  • Excellent interpersonal skills, including the ability to work with a diverse population of individuals and develop/maintain relationships.
  • Demonstrated competence in common office computer systems and applications.
  • Demonstrated strong attention to detail; ability to perform critical functions with a high degree of efficiency and accuracy.
  • Experience working with and maintaining confidential information.
  • Ability to use discretion and maintain confidentiality.
  • Excellent organization, time management, and project coordination skills
  • Ability to work independently and as part of a team.

  • High school diploma/GED and four years of related office experience.
  • Training/education may be substituted for some of the years of experience.

Preferred Qualifications
  • Bachelor's degree and/or equivalent experience/training and related office experience.
  • Demonstrated experience anticipating and resolving administrative needs.
  • Demonstrated ability to balance competing demands, set priorities, and manage multiple projects simultaneously.
  • Experience supporting an academic unit in a college or university setting.
  • Experience with customer service in an office setting.

Salary & Benefits

This is an exempt, monthly paid position. Annual salary is commensurate with experience.

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.

Other Information

This position will involve access to hardware, commodities, and technical information subject to the Export Administration Regulations or International Traffic in Arms Regulations. Accordingly, any hiring decision might depend in part on the University's ability to obtain or rely on federal government authorization as required, if you are not a U.S. citizen, lawful permanent resident of the U.S. (green card holder), asylee, refugee, or other qualifying protected individual as defined by 8 U.S.C. 1324b(a)(3).

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:
For the complete University of California nondiscrimination and affirmative action policy see:

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