Administrative Officer 4 - Berkeley, United States - University of California Berkeley

Description

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.

At UC Berkeley, we believe that learning is a fundamental part of working, and our goal is for everyone on the Berkeley campus to feel supported and equipped to realize their full potential. We actively support this by providing all of our staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. To find out more about how you can grow your career at UC Berkeley, visit

The College of Engineering (COE) at UC Berkeley is recognized for its educational and research excellence, consistently ranking among the top three Engineering colleges in the United States. With more than 250 regular faculty members, 1, 800 graduate students and 3,200 undergraduate students located in seven academic departments, Engineering is the second largest college on the Berkeley campus.

The Department of Nuclear Engineering was established in 1958. There are currently about 80 graduate students in the Department along with 80 undergraduate students. Graduates find opportunities for employment and professional careers in the United States and abroad. Recent graduates are employed in academia, industry, national laboratories, and state and federal agencies. The Department has strong relations with the nearby Ernest Orlando Lawrence Berkeley National Laboratory, Lawrence Livermore National Laboratory and Los Alamos National Laboratory. A number of faculty and students collaborate with researchers in these laboratories, and use the facilities of these laboratories in their research projects.

The Administrative Officer is responsible for all administrative and planning functions for the NE department. Administrative services include activities in finance and human resources (including payroll), facilities, academic personnel (for NE faculty), and student services. General management includes long and short-range strategic planning and directing all activities of the department and associated degree programs through subordinate management staff. Also provides strategic guidance, advising and decision-making in the areas of academic and resource planning, space utilization and expansion, including capital projects, short and long -range policy development, public relations and academic program development. In consultation with faculty leadership, defines strategic planning targets for faculty size, enrollment in NE degree programs, curriculum and instructional support.

The First Review Date for this job is: May 13, 2024

Operations Management

• Manages, plans and administers all administrative operations for the NE department with complete administrative and programmatic responsibility. Administrative services include the following functions: facilities, student services, budgetary financial management, academic personnel, and human resources
• Financial Planning and Program Development - Translates program needs into financial plans. Evaluates the impact of current and long-range academic plans on financial resources. Develops annual budget requests and institutes systems to monitor and project financial activity. Provides management oversight for instructional programs, including the budget for temporary academic salaries (TAS), and student aid for the PhD program. Overall responsibility for allocating, optimizing, and expending annual appropriations for operations, instruction, faculty start-up and student aid. Oversees management of business services including accounting and personnel administration.
• Space and Facilities - Manages NE space within Etcheverry Building, including allocation and utilization. Represents the department in negotiations involving other units. Provides oversight for renovation. Accountable for health and safety programming and regulatory compliance for spaces occupied by NE faculty, staff and students.
• Human Resource Administration - Overall responsibility for Department staffing structure and personnel management, including the design of positions, training and development, and the integration of new systems into Department operations. Develops mechanisms for communication, collaboration and planning between the units for efficient operations. Advises faculty and staff supervisors on campus human resources policy and procedures, labor contracts and departmental policy. Addresses labor relations and employee relations issues of a diverse workforce composed of academic and administrative staff.
• Business Services - Plans and coordinates the implementation of administrative policies, procedures and standards necessary to ensure uniform, effective and appropriate business practices. Performs accounting, purchasing/receiving and payroll functions. Ensures continuity of program functions. Advises faculty on optimum utilization of funds.
• Information Services and Technology - Conceptualize and guide information technology solutions for administrative operations and department programs. Examines campus information systems and initiatives in such areas as financial and personnel management, graduate admissions and space functional use. Assesses their impact on department operations, and makes organizational adjustments accordingly. Develop mechanisms for communication, collaboration and planning for efficient department operations. Develops access, and usage policies for the department; designs and implements systems to support those policies.
• Development and Public Relations - Oversees planning for development, alumni relations, and outreach activities in the department. Works with staff and the Engineering College development to increase awareness and impact of the NE department activities in the campus community and external, academic, industrial, and government groups. Plans fundraising efforts to increase departmental resources.
• Leads a team of staff, with direct reports in student advising, operational, and administrative roles. Manage the departments' human resources. Develops and prepares budgets and financial reports for grants, general appropriations, endowments and other funds.

Academic Personnel & Research Administration

• Advises chair and faculty on policies and procedures in the academic personnel area; conducts all academic personnel actions including; recruitment and retention of ladder rank faculty, appraisals, merits, promotions and leave actions for tenure track faculty, adjunct faculty, POGs, visiting professors, lecturers, and postdoctoral fellows. Prepares faculty recruitment proposals and academic planning documents. Participates in discussions with College and campus leadership to define faculty size targets. Functions as technical expert and provides leadership support on all academic personnel matters, recommending strategies for addressing sensitive situations and/or requesting exceptions to policy. Implements administrative policies and procedures. Exercises judgment in identifying methods, techniques, and evaluation criteria for obtaining results.
• Directs the graduate and undergraduate affairs unit, instructional support services, graduate admissions process, and student research programs. Coordinates PhD and MS programs with Graduate Division and MEng degrees with the Fung Institute. Coordinates the BS degree with Engineering Student Services. Oversees the development and implementation of curricular and co-curricular programs, working closely with faculty leadership and in coordination with other campus units.

Strategic Planning & Executive Advising

• Working with Chair and faculty, optimizes the supporting environment for teaching and research programs in NE. The manager continuously re-evaluates operations to ensure that the infrastructure remains responsive to the changing programmatic agenda. This involves restructuring the support staff to meet the changing needs of the departments teaching programs, analyzing and obtaining resources to develop new relevant courses. Consults and advises on changes in curriculum and degree requirements to insure compliance with campus rules and goals. Advises on articulation of the departments' goals in web and print media.
• Serves as key administrative officer for the unit's functional programs, oversees analysis and policy development for issues and processes. Offers analysis and recommendations to the Chair, Vice Chairs, and faculty in developing short and long-term plans for academic and research programs. Evaluates impact of related campus and government initiatives on program plans. Prepares responses to college and campus requests for policy development input and requests for information.

Managerial Leadership

• Maintains integrity of service unit and department through management and oversight of staff.
• Communicates the mission and direction of the Department to staff to affect change. Promotes administrative innovation, quality customer service, and respect for diversity, teamwork, collaboration, and open communication. Identifies, defines, plans and implements the administrative activities required to accommodate and support changes in or additions to academic programs and administrative accountability.
• Makes decisions on administrative or operational matters and ensures achievement of operation's objectives (operational and budget processes academic and/or staff FTE, finance, human resources, IT and space planning) that have department-wide impact. Formulates strategies for growth and resource acquisition. Formulates, proposes, and implements policies and guidelines to carry out the department's mission for faculty and students and meet evolving strategic goals. Executes campus policies, which affect immediate operations. Keeps apprised of campus policy changes and anticipates impact on academic and research programs and supporting infrastructure. Makes adjustments as needed to maintain operational continuity. Encourages and promotes staff career development and advancement.

• Bachelor's degree in related area and / or equivalent experience / training.
• Advanced knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management.
• Advanced interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
• Advanced knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.
• Advanced knowledge of common University-specific computer application programs.
• Ability to use discretion and maintain confidentiality.
• Advanced skills in short- and long-term strategic planning, analysis, problem-solving and customer service.
• Advanced knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.

For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.

Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.

The budgeted salary or hourly range that the University reasonably expects to pay for this position is $95,000 to $130,000 annually. This is a 100% FTE career position eligible for full benefits.

This position will have an on-campus work schedule Monday - Friday.

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.

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, please see the U.S. Equal Employment Opportunity Commission poster.

For the complete University of California nondiscrimination and affirmative action policy, please see the University of California Discrimination, Harassment, and Affirmative Action in the Workplace policy.