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Berkeley is committed to hiring and developing staff who want to work in a high performing culture that supports the outstanding work of our faculty and students. In deciding whether to apply for a staff position at Berkeley, candidates are strongly encouraged to consider the alignment of the Berkeley Workplace Culture with their potential for success at http://jobs.berkeley.edu/why-berkeley.html.
Application Review Date The First Review Date for this job is: May 23, 2019
Departmental Overview The Department of Chemistry is one of the departments that compose the College of Chemistry, covering twelve major areas of research. Teaching and research facilities are maintained in Latimer Hall, Hildebrand Hall, Lewis Hall, Giauque Laboratory, Tan Hall, the Melvin Calvin Laboratory, Stanley Hall, Gilman Hall and LBNL facilities. There are approximately 8,000 student enrollments in chemistry courses each year from both the Department of Chemistry and other departments all over campus . There are over 400 graduate students enrolled in the Ph.D. program at any one time with around 275 graduate student instructor appointments each year and 248 visiting scholars. The Department has 65 Faculty members serving as regular ladder rank faculty, professors in the Graduate School, active emeritus faculty, adjunct professors, and full time lecturers.
Responsibilities Financial/Grant Management
Formulate annual operating budgets, proposal budgets, expenditure projections, analysis of financial data, and forecasting.
Prepare long-range projections to include allocations, income and expenditures for operations.
Integrates UCB and LBNL reports to create current and accurate financial data ensuring fiscal integrity. Utilize reports to anticipate and resolve operational, fiscal, or other discrepancies.
Develop research group fiscal operating policies and procedures. Implements and maintains policy and procedural updates.
Utilize campus and LBNL on-line financial systems for financial reporting. Reviews and reconciles monthly financial reports for LBNL and outside agencies.
Advise research groups on optimal fund usage as well as on expenditure policy restrictions.
Establish and maintain spreadsheet programs for tracking expenditure transactions.
Facilitate pre-proposal preparation process for numerous sponsors. Prepare budgets for research proposals and coordinates submission with College Business Office.
Interpret and analyze agency proposal format, content, budgetary components and funding guidelines.
Serve as liaison between Principal Investigator, SPO, and CSS RAs and other agencies.
On behalf of the PI, coordinate, project and review spending on all accounts. Use BAIRS to track expenses, including purchases and payroll records
Work with CSS Research Administrators (RA) on reallocation of funds as necessary. Keep UCB and LBNL payroll offices informed with regard to research personnel payroll status.
Keep abreast of changes to University policies and procedures and funding agencies procedures and deadlines.
Prepare all necessary forms required to insure all gift checks are credited to the various donors accounts of the PI.
Facilitate invoice generation for PI's MTA agreements using the University system
Coordinate monthly budgetary analysis, expenditure reconciliation, and financial transfers and close-outs of contracts and grants with CSS RA and LBNL financial officers.
Design and implement reconciliation reports for internal reporting.
Create and maintain a timeline for preparation of interim and final technical reports to funding agencies.
Compile and prepare technical reports, research summaries, annual and final reports for submission to funding agencies to support continued renewal of grants.
Coordinate and author non-scientific sections of yearly and final reports of grants and contracts.
Facilitate the group's application and interview process for orienting and hiring of graduate student researchers, postdoctoral scientists and visiting scientists.
Arrange domestic and foreign travel itineraries and submit reimbursement requests.
Coordinate visa and work permit applications for foreign researchers, ensure that proper documentation is in process for foreign visitors/researchers on visa matters.
Administer all activities concerning postdoctoral assistants, graduate research students, visiting professors/scholars and undergraduate researchers.
Coordinate technical and administrative group meetings.
Material and Equipment Management
Facilitate procurement of highly specialized and fabricated equipment. Arrange purchases, repair and maintenance of this equipment.
Coordinate with University, College and LBNL equipment managers to conduct the annual equipment inventory for research groups. Provide internal documentation for removal or addition of equipment.
Maintain records on all purchases. Track purchase orders, shop charges and maintenance work on equipment and facilities.
Obtain and renew maintenance contracts on all equipment.
Serve as primary office contact and provide excellent customer service.
Manage the business affairs of the office and develop operational procedures to ensure efficiency in the office and laboratories.
Design and maintain databases, logs and spreadsheets which facilitate efficient retrieval of information.
Responsible for managing space for both the office and the labs.
Under the guidance of the College of Chemistry Health and Safety Program Director, establish and maintain a healthy and safe working environment for all work and research related activities. . Publications and Special Projects
When the PI serves as chair of a seminar or symposia program, provide direct administrative support. These may include: arranging the logistics for the seminar presentations, contacting faculty members to schedule meeting times with the speaker, etc.
Prepare final version of manuscripts containing complex technical terminology and figures for publication in scientific journals, both print and electronic. Preparation may include editing, formatting, preparation of photographic material, archiving, and corresponding with editorial staff.
Coordinate with LBNL the preparation of presentations and technical drawings, seminars, examinations and final publications and development and maintenance of the database and storage for figures and other graphics.
Ensure PI's published work conforms to journal specifications. This includes maintaining files for up-to-date 'Instructions for Authors'.
Keep the CV and publication list current.
Working knowledge or demonstrated ability to learn of common campus-specific and other computer application programs.
Solid communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing.
Solid organizational skills and ability to multi-task with demanding timeframes.
Ability to use discretion and maintain all confidentiality.
Ability to use sound judgment in responding to issues and concerns.
Bachelor's degree in related area and/or equivalent experience/training
Salary & Benefits Hourly rate will be commensurate with experience.
For information on the comprehensive benefits package offered by the University visit:
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.