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Job ID: 147437

Administrative Officer (7377U) - Digital Transformation Institute
University of California, Berkeley

Date Posted Oct. 8, 2020
Title Administrative Officer (7377U) - Digital Transformation Institute
University University of California, Berkeley
Berkeley, CA, United States
Application Deadline Open until filled
Position Start Date Available immediately
  • Classified Staff
  • Administrative Support/Services

Administrative Officer (7377U) - Digital Transformation Institute

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: 10/20/20

Departmental Overview

The C3DTI Administrative Officer is required to plan, manage, and oversee administrative, operational, and research and education programmatic activities for a large, complex, multi-institutional research Institute. Performance impacts the quality and overall effectiveness of the Institute leadership, researchers, visiting scholars, and others supported as well as the success of Institute programs.

The scope of this position includes (1) providing senior-level administrative and operational support to enable the efficient and effective operation of the Institute and contribute to its goal of being a world-class research organization; (2) assisting in the coordination of a large number of programs and personnel including the associated financial, technical, human resource, business development, strategic planning, public relations, marketing, and administrative activities; (3) planning and executing Institute meetings, seminars (with distinguished, high-profile invited speakers), senior management conference calls, sponsor reviews, and workshops and conferences and supporting all aspects of their preparation and execution to ensure that events are organized and run in a professional manner.

The incumbent must use skills and concepts as a seasoned, experienced administrative operations professional to apply campus and other policies and procedures to address a variety of administrative, operational, and programmatic issues for an Institute consisting of a faculty, staff, research scientists, and visiting scholars and coordinate with personnel from several partner institutions and sponsors.


25% Operations Support: Assist with the planning and execution of all aspects of the Institute operations and administration for its program activities. Provide input on short-term and long-term strategic activities and priorities. Support the development and preparation of budgets and reports for Institute projects and funding which may be complex and involve multiple sources. Help gather, analyze, prepare, and summarize financial, technical, and human resource reports as needed to assess the progress of Institute projects and identify outcomes and impacts as well as issues and risks. Support fundraising and business development related activities, including identifying funding opportunities, providing input into technical and non-technical portions of proposals, gift letters, and industrial partnership agreements, and help ensure that all documents are complete and deadlines are met. Work closely with Institute leadership to set common goals and work collectively to achieve team goals. Make recommendations for streamlining Institute processes and procedures. Participate in the development and revision of standard operating procedures and guidelines for all matters related to the Institute.

25% Executive Support: Provide high-quality administrative support to the C3DTI Executive Director in support of both day-to-day activities and long-term plans. Track deadlines and deliverables, assist in prioritizing work, and manage information flow in a timely and accurate manner. Screen incoming phone calls, inquiries, visitors, and correspondence, and route accordingly and help formulate responses to inquiries. Open, sort, organize, and distribute incoming emails, faxes, mail, and other correspondence. Make travel and accommodation arrangements, prepare itineraries, plan logistics, and process reimbursements. Act the point of contact among Institute personnel, sponsor employees, and external partners.

20% Communications Support: Support the preparation and dissemination of marketing and promotional material about Institute people, activities, and events to organizational constituents via online and printed newsletters, written correspondence, websites, and social media. Oversee the planning and maintenance of Institute calendars of events, websites, and other communications media.

15% Office Management: Oversee office management services for the Institute, including maintaining office equipment, preparing orders for routine office supplies and purchases, processing reimbursements, sending mailings and faxes, and coordinating with campus facilities management and purchasing services staff. Coordinate onsite assistance and campus appointments for visiting scholars. Coordinate student, postdoctoral scholar, and staff recruiting, hiring, training, and classification and ensure the completion of forms and documents related to Human Resources and Payroll. Possibly supervise a small number of support employees and/or students.

15% Meetings and Events: Independently develop and implement protocols for regular meetings and conferences (on campus, off campus, virtual) on an on-going basis. Attend Institute staff meetings for the purpose of taking, creating, and then distributing meeting notes or minutes. Draft, transcribe, proofread, edit, and maintain correspondence, reports, and meeting minutes. Respond to written inquiries and assist with the preparation, proofreading, and editing of Institute reports, proposals, and presentations by performing advanced word processing and desktop publishing to prepare and edit documents, including reports, memos, letters, and electronic mail, with Microsoft Office applications, Google Suite applications, and other software programs. Maintain online and hard copy filing systems.

Required Qualifications

This is a one-year contract
  • Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
  • Knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.
  • Solid knowledge of common University-specific computer application programs, including Microsoft Office Suite and Google Suite.
  • Ability to use discretion and maintain confidentiality.
  • Strong skills in short-term planning, analysis, problem-solving, and customer service.
  • Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.
  • Strong interpersonal communication skills, including verbal and written, active listening, critical thinking, persuasiveness, managing, advising, mentoring, and counseling.
  • Bachelor's degree in related area and/or equivalent experience/training.

Preferred Qualifications
  • Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.
  • Masters degree preferred.

Salary & Benefits

For information on the comprehensive benefits package offered by the University visit:

*Salary commensurate with experience.

*This is a one-year contract position. Contract positions may be extended based on operational demand. Contract positions are eligible to participate in the health and welfare programs offered by UC Berkeley.

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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