|The Administrative Officer position reports to both the Chair of Earth & Planetary Science (EPS) Department and the Director of the Berkeley Seismological Laboratory (BSL). Currently, one person holds the two positions. Both units are within the Division of Mathematical and Physical Sciences in the College of Letters and Science. They have a combined budget of over $10M, serving 30 professors, 70 graduate students, 160 undergraduates, 30 staff and numerous postdocs and visitors. |
The position will provide assistance to the Chair of EPS and Director of BSL in a broad range of administrative and programmatic activities. Responsibilities will include calendaring, pre-screening of correspondence, tracking items due to the Chair/Director, organizing meetings and events, assisting with meeting minutes and notes, liaising with unit?s financial and HR professionals, tracking and shepherding CSS requests, drafting correspondence, editing manuscripts for clarity (non-scientific), researching outside programs, academic personnel and preparing summary documents among other duties. The position requires a high level of political acumen and ability to maintain strict confidentiality.
? Administrative support to EPS Chair/BSL Director Understands the requirements of the Chair/Director, prioritizes issues according to urgency and allocates time for scheduled events, travel and meetings. Reviews emails (and responds when appropriate), schedules meetings, and flags urgent matters. Researches, compiles and summarizes issues and topics; provides background information and briefing materials for the Chair/Director. Manages and coordinates the administration of special projects.
? Programmatic activities Attends group meetings, takes notes, tracks action items, and ensures participants deliver reports due to the Chair/Director. Organizes meetings and events; coordinates agendas and manages logistics (room reservations, hotel accommodations, transportation, venues, catering, etc.). Prepares summary documents for the Chair/Director, describing status of projects/programs. Solicits web content, updates webpages, researches and makes suggestions for new content. Edits non-scientific portion of manuscripts for clarity and grammar.
? Departmental operations Acts as liaison between the EPS/BSL staff and the Chair/Director. Manages development of documents and submits them for the Chair/Director's approval, including job descriptions, reclassifications, reorganizations, advertising, and offer letters. Drafts summaries for personnel actions. Drafts and sends communication materials for alumni and donors. Acts as liaison with Campus Shared Services and other campus units to ensure work is done in a timely and accurate manner.
Manages all aspects of academic human resources including the faculty search process, drafting of search plans, approval and placement of ads, assemblage of case materials, and screening of materials submitted for complete submission. Provides advice and counsel to the candidates under review, Chair, Director and manager by interpreting system-wide and campus policies on all academic personnel procedures and practices. Serves as liaison with Campus Shared Services and ensures appropriate academic HR benefits and payroll matters are resolved.
? Research and analysis Independently conducts research on outside programs, analyzes data and makes preliminary recommendations to the Chair/Director. Distills data into concise reports. Gathers and analyzes financial reports. Regularly meets with FSA 3/Admin Mgr to discuss issues and provides reports to the Chair/Director.Knowledge/Skills: ? Strong verbal and written communication skills. ? Strong computer skills, proficiency in MS Word, Excel, Google tools and database management. ? Ability to analyze complex issues; develop project scope and solutions for an executive summary/report and give professional advice to senior officials. ? Strong organizational skills and ability to multi-task with demanding time-frames, and adjust priorities when dealing with competing and complex tasks. ? Ability to work both independently and collaboratively. ? Ability to exercise good judgment and discretion and maintain confidentiality. ? Strong interpersonal skills and proven ability to create and maintain effective working relationships with faculty, staff and students in a diverse, inclusive campus climate. ? Thorough knowledge of College precedents and application of policy. ? Must be results oriented and demonstrate creative problem-solving ability. Education/Training: ? Bachelor's degree in related area and/or equivalent experience/training