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Faculty Support Admin Supervisor (4631U) - 64580

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 grow.berkeley.edu.

Departmental Overview

UC Berkeley was rated the number one public university in the US for 2022, with the Department of Chemistry rated the best program for chemistry in the world in 2019. Since 1946, UC Berkeley has won 8 Nobel Prizes for Chemistry, our most recent was awarded in 2020.

The Department of Chemistry is seeking a Faculty Support Supervisor to support our top-rated department. The main function of this job is to guide and support Faculty Support Administrators (FSAs) in the department. This position will supervise new and inexperienced FSAs, and work closely with the Department Manager to develop training plans, develop/amend department policies, and provide staff with regular updates to processes. This position will also support the Department Chair and Manager in administrative duties, such as reimbursements, travel arrangements, meeting scheduling, hiring, and other logistical support.

Join us in our mission to advance society through education and create greater diversity and inclusivity in STEM.

The incumbent will manage and supervise all facets of the administrative services, and general business operations of the Department Chair's research group as well as aspects of functions for the Chair in the Chemistry department. Responsible for long range planning, coordinating, organizing and overseeing budgets, contract and grants administration, purchasing and expenditure control, and serves as a point of contact for research and administrative functions.

The incumbent will solve problems that require analysis of unique issues/problems without precedent and/or structure, manage research funds that include formulating strategies and administering policies, processes and resources.

Application Review Date

The First Review Date for this job is: 02/19/2024.

Responsibilities

Supervision of Junior Faculty Support Administrators - 50% of duties

• Participate in HR activities (hiring, performance management, coaching) for Faculty Support Administrators in the department.
• Onboard new FSAs by creating training plans and checklists. Ensure compliance with training by regularly meeting with new employees.
• Confer with assigned faculty on performance of FSA and recommend corrective actions for employees.
• Lead regularly scheduled meetings with process and policy updates relevant to FSA duties in the department.
• Train employees on updated procedures.
• Schedule morale- and team-building workshops and activities for employees in the department.
• Work with the department manager on developing processes and policies relevant to FSAs in the department.
• Build out and maintain a knowledge base wiki and/or handbook for the unit.
• Assign articles or content to be written by other FSAs in the unit to further build out content.
• Develop a newsletter or regular email update with updates for administrators in the unit.
• Support fundraising activities in the unit relevant to departmental support.

Faculty Support Administrator to the Chemistry Department Chair - 50% of duties

Financial Management

• Formulate annual operating budgets including spending projections; anticipate and resolve operational, fiscal, or other discrepancies; ensure funds are not in overdraft.
• Oversee the post-award administration of grants, contracts, and agreements in partnership with the assigned Research Administrator (RA).
• Analyze expenses, develop cost projections, and provide financial tracking to fulfill reporting requirements to agencies, including reviewing purchase orders and 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 by interpreting and analyzing agency proposal format, content, budgetary components, and funding guidelines.
• Coordinate submission with proposal coordinator and SPO.
• Liaison between PI, SPO, and LBL pre-award units to oversee the 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 back-up.
• Provide assistance to pre-doctoral and post-doctoral researchers with fellowship applications; review applications for accuracy.

Material and Facilities Management

• Work with the shared services units, and central procurement and receiving units at UCB and LBNL to coordinate the research group's ordering and delivery of all supplies, equipment and services, selecting local, campus or outside vendors.
• Arrange purchases of highly specialized, often custom-made equipment, and manage 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 group to ensure materials are on hand for experiments.
• Identify laboratory's facilities problems, report problems, follow-up aggressively to ensure problems receive timely attention and are resolved to the P.I.'s satisfaction.

Personnel Management

• Oversee the human resource activities (hiring, termination, change of status, etc.) of the research group personnel that will report to the PI, by coordinating with the shared service units, respective academic and staff payroll offices, UCB, and LBNL administrators.
• Ensure proper documentation is obtained for foreign visitors/researchers on visa and work permit applications.
• Set up laboratory personnel travel arrangements, reimbursements for travel and entertainment, composing correspondence, processing personnel activities.

Required Qualifications

• Relevant administrative knowledge and extensive experience including demonstrated ability to independently manage an administrative office with a broad spectrum of support services is required.
• Ability to liaison with and integrate UCB and LBNL rules, regulations, and procedures for budget, fund, personnel, grant, and facility management.
• Advanced experience in budgeting, cost and financial analysis.
• Advance experience in overall coordination and budget preparation for scientific and technical proposals for complex projects with subcontracting and collaborating (international) institutions.
• Thorough knowledge of financial analysis and reporting techniques, and/or human resources policies and procedures for staff and academic employees.
• Possesses tact, confidentiality, and diplomacy in all interactions.
• Knowledge of a variety of administrative operations activities such as events planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.
• Advanced knowledge of and/or can quickly learn common University-specific computer application programs.
• Excellent interpersonal and group communication skills to include verbal and written, active listening, critical thinking, persuasiveness, advising and counseling skills.
• Strong skills in short/long term planning, analysis and problem-solving and customer service.
• Proficiency in the advanced usage and functions of spreadsheet and database software.
• Strong interpersonal skills, service orientation, ability to multi-task effectively in a varied, high volume environment, judgment and decision-making, reasoning, ability to develop original ideas to solve problems, and effective verbal and written communication skills.
• Ability to manage changing priorities, and manage staff time and efforts accordingly.
• Bachelor's degree in related area and/or equivalent experience/training.

Preferred Qualifications

• Leadership abilities to oversee multiple functions, including review and approval of work and group training.
• Demonstrated ability to interact effectively with scientific, management, technical and other staff from academic, public and private sector environments.
• Advanced knowledge of financial transactions and financial systems, as well as related policy, accounting and regulatory compliance requirements.
• Strong knowledge of human resources policies and procedures.
• Thorough knowledge and understanding of internal control practices and their impact on protecting University resources.

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 $85,800.00 - $105,000.00.

How to Apply

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

Diversity Statement

Please include, as part of your application a brief (1-2 paragraph) statement on your contributions to diversity, equity, inclusion, and belonging in your professional experience.

Advancing diversity, equity, and inclusion are fundamental to our UC Berkeley Principles of Community, which states that "every member of the UC Berkeley community has a role in sustaining a safe, caring, and humane environment in which these values can thrive."

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.

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.



To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucb/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=64580&PostingSeq=1