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Application Review Date The First Review Date for this job is: May 28, 2019.
Departmental Overview Our Institute seeks to advance understanding of human development through pioneering contributions to developmental science. Our broader mission is to advance knowledge that informs policies and practices in ways that lead to improvements in the lives of infants, children, adolescents, their families, communities, and society.
Responsibilities The role of the Administrative Officer of IHD is to oversee the department's administrative and financial systems. The Administrative Officer will facilitate finance and human resources activities. Working closely with the Director of IHD and the program managers of the principal research groups, the Administrative Officer will provide management of long and short range strategic planning in the mission and vision of the Institute.
Manages, analyzes, plans, and administers all aspects of the unit's financial operations, including tracking all incoming and outgoing invoices; processing payments for vendors; tracking all financial activity; and working with financial analyst for planned expenses. Independently manage develop, and prepare complex contracts and grants for the unit's two principal programs on adolescence and Early Development and Learning Science, acting as a liaison between the program managers and the Research Administrator. Provide non-technical portions of the grant and contract proposals. Identifies and resolves discrepancies. Applies professional concepts to provide projections, analyze spending and recommend adjustments. Independently gathers, analyzes, prepares and summarizes financial and HR reports for the campus. Work with the director and the Institute's team to make strategic decisions for use of the resources.
Office management: Independently manage daily operations of the unit, including facilities and space logistics; office supply and equipment needs, and routine IT issues. Report and follow up with facility maintenance and repairs. Manage scheduling and use of the departmental reserve parking space. Troubleshoots complex problems as they arise. Keep accurate records of keys, ensure proper authorizations, receipt of key deposits, and return of keys and locks upon separation. Process orders for additional keys and re-keying. Serves as Department Access Key Controller. Place requests for key card access. Authorize credit card procurement requests. Custodian for all equipment purchased using Berkeley funds.Schedule use of the CSC conference room. Oversee monthly recharges for use of the departmental reserve parking space and copier usage. Prepares short and long range planning for administrative services operations and improvement to processes (Combined above). Establishes recordkeeping systems in compliance with institutional and sponsor policies.
Provides support for the weekly Colloquium during the academic year, meetings for the Center on the Developing Adolescent or other research programs. The duties may include negotiating and securing a meeting space, arranging catering, making travel arrangements, processing travel and entertainment reimbursements.
Coordinates and participates in a variety of human resources activities including employment, training, classification and ensuring the completion of forms and documents related to HR and Payroll for unit/department.
Manages contracts with outside vendors, consultants, and funders, shepherding them through the University's approval process.
Represents the unit at monthly meetings for Research Managers. Represents the department on business affairs to the institutional community and serves on committees. Applies advanced concepts to perform analysis to determine future resource allocations on projects.
Maintain and update website content.
Other assigned duties as needed.
Acts as safety coordinator for the unit and member of the departmental/building representative for the Safety Committee.
Bachelors degree in related area and/or equivalent experience/training.
Thorough knowledge of higher education rules and regulations, processes, protocols and procedures for budget, account and fund management, personnel management.
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.
Interpersonal communication skills to include verbal and written, active listening, critical thinking, persuasiveness, advising and counseling skills.
Strong skills in planning, analysis and problem-solving and customer service.
How to Apply Please submit your cover letter and resume as a single attachment when applying.
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.
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