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Job ID: 225927

Faculty Support Administrator (7377U) - 61678
University of California, Berkeley

Date Posted Nov. 20, 2023
Title Faculty Support Administrator (7377U) - 61678
University University of California, Berkeley
Berkeley, CA, United States
Application Deadline Open until filled
Position Start Date Available immediately
  • Professional Staff
  • Educational Services
    Administrative Support/Services

Faculty Support Administrator (7377U) - 61678

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.

At UC Berkeley, we believe that learning is a fundamental part of working, and 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 staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. To find out more about how you can grow your career at UC Berkeley, visit

Departmental Overview

The Department of Chemical and Biomolecular Engineering (CBE) is an instructional and research Department in the College of Chemistry. CBE provides the opportunity for undergraduate and graduate students to obtain a thorough fundamental knowledge of all fields in chemical and biomolecular engineering.

In broad terms, research conducted in CBE can be divided into the following areas: catalysis and reaction engineering, electrochemical engineering, polymers and complex fluids, microsystems technology and microelectrics, molecular simulations and theory, interfacial engineering, biochemical and bioprocess engineering, biomedical engineering, and synthetic biology. The CBE department also collaborates with the Lawrence Berkeley National Laboratory (LBNL).

The Department has 17 ladder ranked faculty, four regularly appointed non-Senate faculty, two full time Lecturers and four to six temporary lecturers each year. CBE is home to about 425 undergraduates and 135 Masters and Doctoral students. Approximately 100 graduate and undergraduate students are hired annually as GSI's and Readers in support of the teaching program. In addition, CBE is host to approximately 75 visiting postdoctoral fellows, visiting scholars and researchers. Teaching and research facilities are located in several buildings within the College of Chemistry's complex, and several faculty have appointments at Lawrence Berkeley National Laboratory as well. The Department's budget includes state and federal funds, discretionary funds, gifts and endowments, scholarship and fellowship funds.

This position involves performing the administrative services and managing the full general operations of the laboratory of Professor Shannon Boettcher and Professor Wenjun Zhang in the Department of Chemical and Biomolecular Engineering (CBE). Professor Boettcher is a UC Berkeley Professor in CBE and Lawrence Berkeley National Laboratory Senior Faculty Scientist. Professor Zhang is a UC Berkeley Professor in CBE and Director of the Agilent Biodesign Program.

Application Review Date

The First Review Date for this job is: 11/30/2023.


Fiscal/Extramural Management

  • Serve as a liaison to the College of Chemistry, outside departments and shared services units, and Lawrence Berkeley National Laboratory business services support units.
  • Audit and analyze financial reports and forecast expenses to ensure Principal Investigator (PI) meets financial obligations of the research groups.
  • Integrate UCB and LBNL reports to create current and accurate comprehensive financial picture to ensure fiscal integrity.
  • Anticipate and resolve operational, fiscal or other discrepancies.
  • Work with both UCB, LBNL and other units' relevant personnel at the facility and in the central support offices to provide overall support to this function.
  • Oversee the post-award administration of grants, contracts, and agreements.
  • Ensure the terms and conditions of all awards are met and manage funds in compliance with the University, LBNL, DOE, federal, and state policies and regulations.
  • Oversea and coordinate timely submission of required sponsors' reports.
  • Confer with Sponsored Project Office (SPO), UCB and LBNL service units on terms and conditions of awards, budget augmentation, project period, and award extension.
  • Manage the official Agilent Biodesign Program funding and Fellowship.
  • Ensure financial integrity of research funds by regularly reviewing and reconciling expenditures, comparing to budget and ensuring funds are not in overdraft.
  • Advise research unit and PI's on how funds can be used optimally.
  • Analyze expenses, develop cost projections, and provide financial tracking to fulfill reporting requirements to agencies.
  • This includes reviewing of blanket purchase orders and comparing tracking worksheets to general ledger postings.
  • Develop, implement, and maintain internal group operating policies and procedures for operation of research, and to comply with federal, state, private grant agency rules and regulations.
  • Allocate resource levels according to project funding.
  • Review all grant assignments of resources and equipment.

Contract and Grant Development, Preparation and Reporting

  • Facilitate the pre-proposal preparation process compliance with UCB, LBNL, and agency announcements, policies, restrictions and deliverables.
  • Interpret and analyze agency proposal format, content, budgetary components, and funding guidelines.
  • Prepare for final submission (i.e. editorial review of documents).
  • Coordinate submission with proposal coordinator and SPO.
  • Liaison between PI, SPO, LBL and other pre-award units to oversee establishment, negotiation and administration of grants, contracts, and subcontracts and the implementation of consultant agreements in coordination with the Financial Services office.
  • Resolve any problems or discrepancies that may include providing technical reports, research summaries annual and final reports, additional financial reports, and invoice backup.
  • Provide assistance to pre-doctoral researchers with fellowship applications and review them for accuracy.
  • Coordinate submissions through proposal coordinator, SPO, LBNL and other pre-award units.

Personnel Management

  • Oversee the human resource activities (hiring, termination, change of status, etc.) of research group personnel with the PI's, the regional services units, respective academic and staff payroll offices, UCB, LBNL administrators.
  • Ensure proper documentation is obtained for foreign visitors/researchers on visa and work permit applications.
  • Obtain visa and work permit applications for international researchers.
  • Establish, implement, and maintain the group's application and interview process for orienting and hiring of postdoctoral scientists and visiting scientists, graduate student researchers, and undergraduate students, ensuring compliance with the policies and procedures of UCB, LBNL, and federal regulations.
  • Establish, implement, and maintain group's termination process and compliance of postdoctoral scientists and visiting scientists, graduate student researchers, and undergraduate students ensuring compliance with the policies and procedures of UCB and LBNL.
  • Work closely with LBNL and LBNL ESDR operations staff to coordinate the LBNL affiliate status process for all Boettcher lab personnel including tracking training requirements to ensure all personnel are in compliance with both UCB and LBNL requirements.
  • Ensure proper ESDR onboarding and checkouts for all UCB staff, students, and visiting researchers.

Material and Facilities Management

  • Work with the regional services units, and central procurement and receiving units at UCB and LBNL to coordinate the research groups ordering and delivery of all supplies, equipment and services, selecting local, campus or outside vendors.
  • Define procedures for ordering and delivery of all supplies, equipment and services.
  • Evaluate purchasing options and institute practices based on the most economical and effective use of funds.
  • Arrange purchases of highly specialized, often custom-made equipment, and mange repair and maintenance of existing equipment by outside vendors.
  • Obtain price and availability quotes from outside vendors for supplies and equipment.
  • Manage equipment maintenance agreements and warranty repairs.
  • Work with research groups to ensure materials are on hand for experiments.
  • Ensure systems are in place for fax orders, freight shipments, special handling and software orders, and controlled substances licenses.
  • Report laboratories facilities problems and follow up to ensure problems receive timely attention and are resolved to the PI's satisfaction.

Program/Office Management/Event planning

  • Manage the business affairs, develop operational procedures to ensure efficiency in the administrative offices and labs.
  • Document and update the procedures on a regular basis.
  • Monitor and update the Agilent Biodesign Program official website.
  • Plan, coordinate and manage annual workshop for Agilent under the direction of Professor Zhang.
  • Serve as primary office contact to a broad range of organizations and liaison with UCB, College of Chemistry, LBNL and Agilent.
  • Keep PI's apprised of significant issues, events, requests, problems and deadlines.
  • Design, manage and keep updated databases, logs, and spreadsheets that facilitate efficient retrieval of a variety of information including PI alumni, personnel, publications, etc.
  • Manage data and keep updated on institution-wide databases such as UCB's academic personnel database.
  • Edit and maintain PI's publications lists.
  • Assign and oversee work-study students' duties.
  • Manage and direct the lab's travel & entertainment reimbursements.
  • Coordinate and assist with the planning and catering of fundraising and sponsor events.

Professional development.

Required Qualifications

  • Thorough knowledge of and/or can quickly learn University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and/or personnel management.
  • Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising 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.
  • 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.
  • Relevant administrative knowledge and extensive experience including demonstrated ability to independently manage an administrative office with a broad spectrum of support services.
  • Experience in budgeting, cost, and financial analysis
  • Possesses tact and diplomacy in all interactions.
  • Ability to work independently, take initiative, and manage multiple high priorities.
  • Demonstrated problem-solving skills and ability to analyze data/problems and provide solutions.
  • Experience in overall coordination and budget preparation for scientific and technical proposals for large, complex projects with subcontracting and collaborating institutions.
  • Extensive administrative experience managing an office for a senior scientist in a research and academic environment with minimal supervision.
  • Bachelor's degree in related area and/or equivalent experience/training.

Preferred Qualifications

  • Solid knowledge of common University-specific computer application programs.
  • Events planning and coordination.

Salary & Benefits

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

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 salary or hourly range that the University reasonably expects to pay for this position is $80,000.00 - $110,000.00.

How to Apply

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

Other Information

  • This is not a visa opportunity.
  • This position is eligible for up to 60% remote work.

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, please see the U.S. Equal Employment Opportunity Commission poster.

For the complete University of California nondiscrimination and affirmative action policy, please see the University of California Discrimination, Harassment, and Affirmative Action in the Workplace policy.

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