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Application Review Date The First Review Date for this job is: March 27, 2019.
Departmental Overview The Miller Institute is an endowed research institute on the Berkeley campus. Established in 1955, the Miller Institute serves postdoctoral fellows, visiting professors and University of California faculty from a broad departmental range throughout the basic sciences. Each year the Institute is host to between 35-50 members from the United States and abroad who are placed in numerous diverse campus departments. Over the past 60 years the Institute has hosted more than 1000 scientists, including several Fields Medalists and Nobel Prize winners.
Responsibilities The incumbent is the chief executive officer for the Institute and reports directly to the Director, who reports to the Vice Chancellor for Research. This is a unique role in that there are no higher reporting lines through a departmental chair or Dean. As the highest-ranking non-academic office, the incumbent plays an integral part in planning and implementing programs, facilities and support services. The incumbent is responsible for a complete knowledge of all of the Institute's operations, including programs, accounting and budgeting, payroll and personnel - hiring, training, supervision, and evaluation of staff, publications, website, computer systems, equipment and facilities. The incumbent is responsible for fund raising in cooperation with the Executive Director, generally through an annual giving effort. The incumbent also negotiates contracts for the annual symposium as well as several social events annually. The incumbent has primary responsibility for long-term planning and the application of historical precedents in various programs. In an environment of fluctuating changes in the focus of research, the incumbent maintains the historical Institutional perspective in the selection of its members and provides the Advisory Board with the rationale for various recommendations.
Taking into account the unique and special nature of the Miller Institute, the incumbent must assess the goals of the Miller Institute and how these goals interface with the academic needs of various campus academic departments. The implementation of the Miller Institute programs routinely falls outside of the general policies and procedures that guide academic departments or organized research units on campus. This requires a complete knowledge of the Institute as well as the policies of the University. It further requires the development of alternative procedures and the implementation of unique policies for general Miller Institute business.
PLANNING AND ANALYSIS A: Academic Program Responsibilities:
Manages, plans and administers a broad range of administrative operations for an annual program of 40-50 scientists. Administrative operations include budgetary financial management and human resources as well as: IT, facilities, and/or contracts and grants.
Plan Miller Institute calendar on a yearly basis. Propose and implement new events. Schedule program dates.
Plan, organize and attend all Miller Institute functions that annually include a formal reception, dinners, weekly luncheons, bi-weekly social events, and other program related events.
Plan and develop major events such as the 60th Anniversary Seminar. Liaison with all invited speakers, make all necessary accommodations. Coordinate lecture halls, reception and dining facilities. Work with private caterers, hotels, etc. as needed.
Develops and prepares budgets and financial reports for funding.
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.
Supervise a small staff of support employees and/or students.
Gathers, analyzes, prepares and summarizes financial and HR reports.
Serves on committees, representing unit.
Oversees the design and drafting of organizational website, newsletters, and correspondence to constituents.
Develops and implements procedures for supply inventory and keeps equipment in good working condition.
Administers facilities and space logistics and manages equipment needs.
Acts as safety coordinator for unit. B: Miller Institute Annual Interdisciplinary Symposium:
Develop and implement annual 2.5 daylong interdisciplinary symposium for members and guests of the Institute at an off-site location.
Negotiate contract on behalf of the Institute.
Make direct contact with diverse high level faculty and scientists from around the world to recruit as speakers and participants. Compile and maintain master guest list and update routinely.
Be aware of trends and developments in various scientific arenas to keep the Symposium at the leading edge of science.
Set long-term plans for ongoing Symposium programs. Plan 15-18 months ahead. C: Development & Fund raising:
Develop strategies for donor relations, solicitations, stewardship management.
Process confidential donations and donor profile information using CADS (Campus alumni development system) and the Cashier's Deposit System.
Compose personalized thank you notes for donors.
Maintain donor records and track multiple year giving.
Supervise staff handling development activities. D: Advisory Board and Executive Committee Responsibilities:
Plan, organize and attend all Advisory Board and Executive Committee meetings. Serve as permanent recording secretary.
Provide long-term financial analyses on an on-going basis for use in program comparisons and program development.
Collect data and prepare analyses and reports for use in program evaluation, comparison, budget projections, and program modifications or development.
Research, develop and review program changes and their impact on current programs.
Summarize appointments for presentation to the Executive Committee and Advisory Board.
Prepare the annual report to the Regents (delegated to the Chancellor), including summarizing scientific reports of the research accomplished by Institute members.
Collect data, research and prepare analyses as needed for special projects. E: Administrative Responsibilities:
Analyze changes in campus and system wide policy and the impact on Institute programs. Recommend course of action to ameliorate any necessary changes.
Develop and implement operations procedures to handle unique statues of Miller Institute on campus.
Oversee yearly and monthly work schedules of staff to accommodate for peak work periods.
Assess space and equipment needs and take appropriate actions to facilitate adequate working conditions.
ADVISORY: A: Academic Programs:
Serve as visible representative of the Institute on campus. Represent the Director in discussions with University officials, Institute members and outside agencies.
Liaison with Vice Chancellor for Research Office on Institute business.
Advise Department Chairs and faculty of the Miller Institute's policies as they relate to academic programs.
Provide personal and intensive orientations for each new Miller Fellow, non-Berkeley UC faculty and Visiting Miller Professors as members of the Institute. Advise and counsel members throughout their tenure and develop contacts within the University to assist the Fellows and Visiting Miller Professors during their membership terms.
Meet with the Miller Fellows on an annual basis to assess their progress and assess unmet needs they may encounter. Provide information on mental health resources as needed. B: Advisory Board and Executive Committee:
Initiate requests for Chancellor, Presidential and Regent action and recommend responses, particularly as it relates to Advisory Board appointments and Institute budget approval.
Provide historical background of Institute. Analyze and review changes for compatibility with program goals and objectives. C: Administration:
Oversee communications with Miller Institute members from initial contact through the end of their tenure.
Act as liaison to departmental non-academic staff at Berkeley or other campuses to facilitate appointment of faculty to Miller Institute programs.
MONITORING AND SUPERVISING: A: Academic Programs:
Monitor competitions for all Institute programs. Screen nominations and applications.
Monitor competition and Miller Institute activity, schedule, modify and adjust as necessary.
Monitor preparation of materials and website information needed for competitions. B: Administrative:
Oversee office staff - including selection, hiring, training, evaluation, development, and corrective actions.
Develop rationale for the annual budget, monitor budgetary activity of annual budget of approximately 3.5 - 4 million dollars.
Signature authorization for all departmental business for all accounts and funds.
Initiate steps to comply with any changes in fiscal or administrative reporting.
Bachelor's 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, website design, accounting and payroll, and general knowledge of contracts and grants regulations and guidelines.
Knowledge of common higher education-specific computer application programs.
Interpersonal communication skills to include verbal and written, active listening, critical thinking, persuasiveness, advising and counseling skills.
Strong interpersonal skills to create a strong sense of Miller Institute Identity and a sense of community.
Strong skills in short term planning, analysis and problem-solving.
Strong customer service attitude.
Salary & Benefits Annual Salary Range: $63,600.00 - $93,900.00 or commensurate with experience
For information on the comprehensive benefits package offered by the University visit:
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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