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Job ID: 184570

Office Manager (7377U) - CDSS, Job 34716
University of California, Berkeley


Date Posted Apr. 26, 2022
Title Office Manager (7377U) - CDSS, Job 34716
University University of California, Berkeley
Berkeley, CA, United States
Department
Application Deadline Open until filled
Position Start Date Available immediately
 
 
  • Professional Staff
  • Human Resources
    Fiscal Services
    Administrative Support/Services
 
 


Office Manager (7377U) - CDSS, Job 34716

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.

Departmental Overview

The Division of Computing, Data Science, and Society (CDSS) is a dynamic, innovative new structure at UC Berkeley that represents a oncein-a-generation transformation. The Division brings together faculty, researchers, staff and students from computing, statistics, the humanities, and social and natural sciences, mirroring the cross-cutting nature of data science and redefining the research university for the digital age. Core to the Division is a commitment to examining how the digital revolution affects equity and opportunity-and building the capacity to respond to these challenges. Formally established in July 2019, CDSS was created to meet the opportunities and demands of a world where data, machine learning, and artificial intelligence inform practice and policy in virtually every arena. The Division connects the Data Science Undergraduate Studies program, School of Information, Department of Electrical Engineering & Computer Sciences, Department of Statistics, the Berkeley Institute for Data Science, Berkeley D-Lab, Computational Precision Heath, and the Center for Computational Biology. The Division is responsible for growing Berkeley's broad-based undergraduate programs in data science, computing, statistics and other interdisciplinary programs, including classes and programs serving thousands of undergraduate students a year. CDSS is going through the process to become UC Berkeley's next college, which has not happened since the early 1960s. Once the College of CDSS is established, it will hold three of the top five majors on campus.

Visit this website to learn more about the future home of CDSS in the new Gateway Building : https://www.google.com/url?q=https://data.berkeley.edu/news/uc-berkeley-showcases-plans-cdss-future-home-new-video&source=gmail&ust=1651687775360000&usg=AOvVaw16Qh3fHSH9TO57G3tovnQx" href="https://apptrkr.com/get_redirect.php?id=3033071&targetURL=https://data.berkeley.edu/news/uc-berkeley-showcases-plans-cdss-future-home-new-video]https://data.berkeley.edu/news/uc-berkeley-showcases-plans-cdss-future-home-new-video.

The position is designated hybrid, with 3 days on campus, and 2 days remote

Application Review Date

The First Review Date for this job is: 5/9/2022 - Open Until Filled

Responsibilities

The position is designated hybrid, with 3 days on campus, and 2 days remote

35%
  • Manages, plans and administers a range of administrative operations in the Division of Computing, Data Science, and Society.
  • Provides support for the Dean's Office, Data Science Undergraduate Programs, and other division units.
  • Administrative operations include budgetary financial management: oversee Dean's Immediate office budget, purchase and approve purchasing, oversee travel and entertainment, facilitate reimbursements, manage contract processing and vendor payments, conduct reconciliation activities, maintain office equipment.
  • Oversees student staff.
  • Also provide administrative support with human resources/academic personnel, IT, facilities, student services, and/or contracts and grants.
  • Serves as the primary point of contact for division staff for answering/researching administrative questions and getting things unstuck in central units and systems.
  • Provides support with contract and grant development.


20%
  • Liaises with CDSS AP/HR and ERSO as well as manages and participates in a variety of human resources activities including employment, training, classification and ensuring the completion of forms and documents related to AP/HR and Payroll for unit/department(s).
  • Works with CAO and other staff on drafting position descriptions for classification and tracking progress; assists with reviewing resumes, scheduling interviews, completing all end-of-search reports and forms, and leads onboarding/offboarding efforts.
  • Manages and tracks contract and renewal status for contract employees.
  • Liaises with CDSS Finance to manage payroll and timekeeping for the division.
  • Supports the financial analyst as needed with monthly payroll reconciliation, processes payroll funding transfers as needed, follows up on payroll issues.
  • Serves as the timekeeper for the Dean's office, assists with problems solving, adjusts student errors (primarily missed punches), assists with manual timesheets for missed pay.


15%
  • Provides direct administrative support to the Executive Assistant Dean, and back-up support to the Dean including: calendaring, conference room scheduling, travel arrangements and completing reimbursements, fundraising related duties, technical support as needed, support in preparing presentations and documents, accessing and sharing documents, attending meetings to support with note taking as needed, and oversee other administrative tasks such as copying, printing, scanning, filing.


10%
  • Gathers and analyzes financial, HR/AP and other resource data; prepares reports or analyses of operational activities, evaluation of current and proposed services.
  • Helps assess and recommend improvements to office processes that maintain compliance.
  • Performs ad hoc analyses.


10%
  • Partners with facilities management to design and implement procedures for supply inventory and to keep equipment in good working condition.
  • Administers facilities and space logistics including managing equipment needs, reporting facilities issues, coordinating ergonomic evaluations and ergonomic tools purchasing, managing card key access to CDSS buildings, maintaining office equipment, assisting with conference room setup/scheduling/rescheduling.
  • Acts as safety coordinator.


5%
  • Serves on external committees, representing CDSS. Leads small scale division initiatives, assists with large scale initiatives and events.
  • Provides additional support for special events.


5%
  • Continues professional development to advance knowledge.


Required Qualifications
  • Bachelor's degree in related area and / or equivalent experience / training.
  • Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, account and fund management, personnel management, both staff and academic.
  • Thorough knowledge of financial analysis and reporting techniques, human resources policies and procedures for staff and academic employees.
  • 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.
  • Knowledge of common University-specific computer application programs.
  • Interpersonal communication skills to include verbal and written, active listening, critical thinking, persuasiveness, advising and counseling skills.
  • Strong skills in short-term planning, analysis, problem-solving, and customer service.
  • Skills to work collaboratively across various colleges and units on campus.


Salary & Benefits

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

https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

Salary is commensurate with experience.

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:

https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
For the complete University of California nondiscrimination and affirmative action policy see:
http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct

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=34716&PostingSeq=1

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