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Operations Manager (7378U) - 76210

About Berkeley

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 make it a special place for students, faculty and staff.

As a world-leading institution, Berkeley is known for its academic and research excellence, public mission, diverse student body, and commitment to equity and social justice. Since our founding in 1868, we have driven innovation, creating global intellectual, economic and social value.

We are looking for applicants who reflect California's diversity and want to be part of an inclusive, equity-focused community that views education as a matter of social justice. Please consider whether your values align with our Guiding Values and Principles, Principles of Community, and Strategic Plan.

At UC Berkeley, we believe that learning is a fundamental part of working, and provide space for supportive colleague communities via numerous employee resource groups (staff organizations). Our goal is for everyone on the Berkeley campus to feel supported and equipped to realize their full potential. We actively support this by providing all of our full-time staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. Find out more about how you can grow your career at UC Berkeley.

Departmental Overview

The Department of History is rated one of the top academic programs nationally and globally. As one of the largest teaching departments in the College of Letters and Science, enrolling over 8000 students in 150 courses each year, our courses serve campus and department graduation requirements across the University.

The department is comprised of 50 tenure-track faculty, 30 emeriti, and 12 career staff. Annual hires include 15-20 visiting instructors, 25-30 visiting scholars, approximately 230 academic student employee appointments, and 10- 15 casual employees. With approximately 100 graduate students, 250 undergraduate majors, and 100 minors, students in our program are able to select from a broad range of fields of study. The History department is committed to supporting a large and diverse population of students. Over the past several years, the department has seen a significant increase in graduate and undergraduate students of color.

Position Summary

The Operations Manager oversees day-to-day activities in the History department, maintaining and increasing the efficiency of business operations. They manage resources, including staff, materials, space, and budgets. Focused on enhancing productivity, reducing costs, and upholding quality standards, they lead cross-functional teams, and collaborate with campus and non-campus partners. Through careful process examination, problem- solving, and strategic implementation, they optimize operations, minimize waste, and focus on service.

Application Review Date

The First Review Date for this job is: 02/21/2025.

Responsibilities

Operations Management

• Oversees the day-to-day management of business operations including facilities, IT, web/communications, event planning, front office support, and purchasing/expenses processing. Prepares short- and long-range planning for administrative services operations and improvements to processes. Manages resources and ensures efficient processes. Focuses on improving productivity, reducing costs, minimizing risk, and maintaining quality standards. Performs analysis to determine resource allocations on projects, project spending trends, and determine savings estimates based on changes to existing practices. Represents the department on related issues and serves on committees.
• Assists with resolving high-level challenges which may requiring interacting with senior leadership. High political acumen is required as a staffer, understanding of diverse and intricate campus/department cultures, political issues and other department specifications in order to coordinate smooth meeting management. Independently troubleshoot, manage and resolve a variety of complex and highly sensitive matters; independently investigates issues and problems. Provides leadership and strategic planning including budget and space allocation, staff structure and functions, anticipating/solving complex and sensitive issues, and enacting the strategic plan.

Facilities and Equipment Management

• Responsible for all areas of facilities repairs, maintenance and operations (e.g. custodial support, building maintenance, pest management, recycling and refuse collection, security, access control both physical and electronic). Manages, plans, coordinates, and monitors activities affecting the physical, environmental and security conditions of the department. Leads facilities renovation and coordinates occupants impact issues related to construction. Works with building occupants to ensure that repair needs and priorities are accurately reported to Facilities Services, and tracks projects until completion.
• Collaborates with department leadership on development of space planning; evaluates and advises on the current use, space optimization and planned allocation. Maintains inventory of records related to department space. Handles short term space requests and serves as backup for meeting room scheduling.
• Serve as Department Safety Coordinator, maintaining department safety communications and postings including the Injury and Illness Prevention Plan (IIPP) and Building Emergency Plan (BEP). Keep abreast of University safety policies as they pertain to the department and make recommendations for changes, as relevant. As the ergonomics coordinator, provide required workstation assessments analyzing individual computer workstations and advising on needed changes to promote well-being in the workplace. Serves as lead of the department's emergency response program and coordinates regular safety training.
• Tracks department equipment inventory, and works with centralized IT to manage schedule of hardware updates, network connection issues, and address service gaps.
• Develop and monitor policies and procedures for departmental operations relating to lock and key access control, supervise access control staff, and serve as alternate key controller.
• Supervises the Graduate Spaces Coordinator and collaborates with the student services team in addressing maintenance of department spaces for graduate students.

Supervision and Staff Management

• Directs and supervises three career staff positions and one student employee. Actively promotes professionalism, career development, and facilitates a collaborative, team approach. Works effectively with people from diverse cultures on such issues as organizational changes, workplace climate, and other related issues.
• Provides direction to professional staff on the more complex issues encountered and ensures staff are upholding college, university and department policies and following appropriate procedures.
• Sets priorities for the unit, monitors work flow, and ensures effective cross-training and reallocates responsibilities and tasks as needed. Communicates regularly with staff to ensure implementation of team initiatives and projects. Trains staff on new and established policies and procedures. Recognizes issues that have campus impact or future implications and directs managed employees accordingly.
• Collaborates with Director of Administration to meet the permanent and temporary staffing needs of the unit, and collaborates with department HR to develop job descriptions and recruit as needed. Completes performance evaluations and is responsible for resolution of personnel issues or actions, in compliance with applicable campus human resource policies and procedures. Actively partners on decisions regarding performance, salary actions, hiring decisions and other human resources related issues of managed staff. Recommends employees for promotion/reclassification, and provides nominations for staff awards.

Records and Information Management

• Develop and implement an effective records management practice within the History department that controls the creation and growth of records, preserves organizational memory, improves efficiency and productivity, ensures compliance with regulatory requirements, and protects mission-critical information.

Operational Support for Student Services

• Provides oversight for annual department commencement ceremony, in partnership with team of two other staff leads. In collaboration with Financial Analyst and Director or Student Services, provides support related to managing temporary academic staffing (TAS), especially in area of audit compliance and tracking of external support funds.
• May consult regarding operational effectiveness of student services workflows, especially as they relate to the intersecting work of administrative staff.
• Responsible for tracking expenditures, conduct financial analysis, and perform budget reconciliation. Provides support for managing the TAS budget, which is currently over $3M. Ensures budgets stay within the scope of a prescribed budget for facilities projects and to provide oversight, analysis and report on annual and trend data related to facilities projects. The scale of annual projects ranges from several $6K-$10K office remodels every summer to larger projects that can cost upwards of tens of thousands of dollars.

Employee Orientation

• In coordination with Director of Administration and Director of Student Services, manage orientation sessions and materials for new faculty and staff. Develop and maintain web-based resources, checklists, and trainings, partnering with other staff who maintain existing resources. Coordinate annual series of staff workshops and annual retreat.

Professional Development

• Seeks additional training opportunities that allow growth within the position and to develop professionally. Attend classes to enhance expertise in job areas and improve communication. Attend relevant campus training courses or classes to gain knowledge of or to become more proficient with campus policies and/or role-relevant skills. Works on special projects, as assigned.

Required Qualifications

• Advanced knowledge of academic department administrative activities, and demonstrated experience managing operations in areas such as business and finance, facilities, event planning, web/communications and/or information management.
• Advanced skills in judgment and decision-making, providing appropriate levels of urgency and responsiveness to issues, and incidents.
• Demonstrated ability to work autonomously, and make excellent management, customer service, and business decisions.
• Advanced skills in short- and long-term strategic planning, project management, and analysis.
• Ability to identify measures of business process performance and define the actions to make improvement.
• Ability to establish best practices, and develop original ideas to solve problems and influence change.
• Proven success leading complex projects, and ability to manage multiple projects and changing priorities in a fast-paced, dynamic environment.
• Demonstrated leadership and supervision experience, including ability to attract, recruit, motivate and retain talent to develop highly functional and results-oriented teams that thrive under a collaborative leadership style.
• Ability to organize, develop and manage physical and human resources, including ability to align staff knowledge and skills with operational and organizational goals.
• Effective written communication skills demonstrating ability to prepare a variety of correspondence, including documentation of policies and procedures, training documents, and electronic forms and surveys.
• Advanced interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, and team building skills.
• Demonstrated experience in multicultural competencies and ability to work with diverse populations.
• Knowledge of and/or can quickly learn campus and departmental principles and procedures involved in risk assessment.
• Ability to use discretion and maintain confidentiality.
• Advanced knowledge of and/or can quickly learn common University-specific computer application programs.
• Excellent skills in MS and Google Office Suites (especially Drive, Forms, Sheets and/or can quickly learn campus tools bMail and bCal).
• Bachelor's degree in related area and/or equivalent experience/training.

Preferred Qualifications

• Experience working with and/or can quickly learn CalAnswers and/or other information management systems.

Salary & Benefits

This is a 100% full-time (40 hrs a week) exempt career position, which is paid monthly at an annual rate and is eligible for UC Benefits.

For information on the comprehensive benefits package offered by the University, please visit the University of California's https://apptrkr.com/get_redirect.php?id=5992034&targetURL=

For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.

Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.

The budgeted annual salary range that the University reasonably expects to pay for this position is $95,000.00 - $120,000.00.

How to Apply

• To apply, please submit your resume and cover letter.

Other Information

• This is not a visa opportunity.

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.

Misconduct

SB 791 and AB 810 Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

https://apptrkr.com/get_redirect.php?id=5992034&targetURL=

SB 791 and AB 810 Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy

UC Anti-Discrimination Policy

Abusive Conduct in the Workplace

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, please see the https://apptrkr.com/get_redirect.php?id=5992034&targetURL=U.S. Equal Employment Opportunity Commission poster.

The University of California's Affirmative action policy.

The University of California's Anti-Discrimination policy.

Referral Source Info

This job is part of the Employee Referral Program. If a UC Berkeley employee is referring you, please ensure you select the Referral Source of "UCB Employee". Then enter the Employee's Name and Berkeley E-mail address in the Specific Referral Source field. Please enter only one name and email.


To apply, visit https://careerspub.universityofcalifornia.edu/psc/ucb/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&JobOpeningId=76210&PostingSeq=1&SiteId=21&languageCd=ENG&FOCUS=Applicant