Job Requisition Number: 23735. Berkeley's Department of Earth and Planetary Science (EPS) was the first major center of academic geology in the western United States and is a part of the L&S Division of Mathematical and Physical Sciences and is proud to rank on top of the list of earth science departments in public universities. EPS has approximately 60 graduate and 150 undergraduate majors, 30 faculty including adjuncts and emeriti, 25 post-docs and visitors, and is associated with 9 Research Groups and Centers. Its faculty fully participates in teaching and administration and conducts world-class research in campus, local, national, and international laboratories and sites; research activities require active financial arrangements with organizations such as Lawrence Berkeley National Lab.
The Administrative Officer will receive work duties from the Directors of the Center for Isotope Geochemistry (CIG) and Cooperative Institute for Dynamic Earth Research Program (CIDER) Directors, but will also work closely with the staff, graduate students, and researchers. The Administrative Officer position is the single point of contact for all CIG business and must be able to work with a high degree of independence and political acumen. The Administrative Officer will be responsible for supporting senior leadership in planning, organizing, and implementing various programs and functions to drive and reinforce the CIDER program and the CIG Lab. CIDER is funded by a 4.5M grant and includes a four-week intensive summer program along with several other workshops. This work involves performing a range of administrative and analytical services as well as managing general operations.
• Provides Project and Analytical Support for Unit Operations: Gathers and analyzes financial and other resource data; develops and prepares narrative, graphical, and statistical reports or analyses of operational activities, including current and proposed services; functions as a resource on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns; assesses and recommends changes to maintain compliance with federal and state requirements and internal policies; supports development and maintenance of sub-awards and budgets with collaborative support from research administrators and principle investigators; creates and monitors budgets and analyzes expenses to help with making future projections.
• Responsible for Administrative office operations including reception and travel arrangements: Coordinates and over sees multi-institutional projects and yearly CIDER program by developing itineraries, verifying schedules, organizing housing, meals, evening events and scheduling for registration tables. Serves as single point of contact for all business and HR related issues for multiple locations for the CIG Director, schedule Director’s calendar, make travel arrangements, and oversee reimbursements. Identifies and resolves related logistical issues including travel and entertainment. Serves as a team leader on these special projects. Liaisons with Campus Shared Services Research Administrators to meet grant compliance requirements and shares the management of sponsored research funds.
• Provides confidential staff support to the Director of CIG and CIDER: Applies discretion and knowledge of set priorities to manage information flow; independently triages and responds to correspondence on behalf of the Director and drafts non-routine and confidential correspondence.
• Process Improvement and Training: Plans, organizes and conducts administrative studies of new and existing programs, processes, and special projects including, but not limited to, matters related to proposed organizational policies and procedures; provides guidance to supervisors and managers in developing functional process improvement and leveraging related resources to support strategic initiatives.Knowledge/Skills: •A minimum of three years experience with office management or similar with experience in event and logistical planning and/or project management. •Demonstrated ability with common business applications, database administration, and email programs •Highly developed verbal and written communication skills with the ability to communicate effectively with all levels of staff. •Ability to work independently with a minimum of direct supervision. •Demonstrated excellent customer service skills including active listening and critical thinking skills. •Demonstrated organizational skills, attention to detail and ability to multi-task with demanding time-frames. •Strong understanding of management analysis and planning principles, concepts and tools. •Knowledge of a variety of administrative operations such as risk management planning, budget creation, and financial forecasting. •Knowledge of both UCB abd LBNL (DOE) procedures and policies •Ability to use discretion and maintain all confidentiality. •Ability to use sound judgment in responding to issues and concerns. •Demonstrated ability to anticipate timeline conflicts and develop a logical, orderly and sensitive approach to solving administrative problems. •Ability to prepare finance related information in a clear and concise manner both in writing and verbally. •Strong analytical ability and capacity to develop creative viable solutions to business problems.
Education/Training: •Bachelor's degree in related area and/or equivalent experience/training This is a 1 year contract appointment with continued employment subject to funding availability.
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.