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Application Review Date The First Review Date for this job is: March 28, 2019. Position will remain open until filled.
Departmental Overview The California Institute for Quantitative Biosciences (QB3) is a partnership between the state of California, private industry, and the UC campuses at Berkeley, San Francisco, and Santa Cruz. QB3 develops effective new solutions to the world's most urgent biological problems through multidisciplinary research, innovative educational programs, and industrial and venture capital partnerships.
Responsibilities The Program Coordinator manages and performs analytical and administrative services to support a QB3 faculty member who holds an administrative leadership role in QB3, and the Program Coordinator also performs administrative services to support various QB3 programs. Administrative services include activities in finance and human resources and may also include IT, facilities, student services, program coordination, and event planning and staffing.
Administrative Support: Oversee a broad range of organizational responsibilities for QB3 Director and Managing Director.
Maintain calendars and itineraries for the QB3 Director, process and disburse the Director's mail, make travel arrangements and process travel authorizations and reimbursements. Keep the Director and
Managing Director apprised of significant issues, events, requests, problems, and deadlines.
Compose correspondence and other documents for QB3 Director, requiring advanced composition skills in response to nonroutine requests. Participate in compilation and preparation of confidential materials.
Manage the business affairs of the office, developing operational procedures to ensure efficiency in the administrative office and laboratories. Design and maintain databases, logs, and spreadsheets to facilitate efficient retrieval of information.
Develop and supervise maintenance of administrative and program information, including internal files on travel, purchasing, shipping, publications and proposal production files, course materials, and group reference materials, current membership lists of organizations on which QB3 Director serves.
When QB3 Director serves as chairman of seminar program or in other university/professional administrative functions, the Program Coordinator oversees all direct administrative support.
Provide administrative support for QB3's educational programs, including seminar series and summer programs. This includes promoting the events, coordinating with the communications team to provide program information on the web, coordinating the application and selection processes, providing all relevant information to all participants and partners, assessing progress during the programs, and gathering feedback from all participants in order to improve the programs.
Provide administrative support for events, symposia, workshops, and additional projects as assigned.
Coordinate personnel issues for QB3 Director's research group, including working closely with Human Resources to coordinate hiring. Ensure the hiring process adheres to pertinent policies and procedures. Coordinate technical and administrative meetings.
Coordinating with the Research Administration staff, provide budget and extramural funding management for QB3 Director's laboratory, including monitoring progress, resource allocations, staffing levels, budget preparation, cost and schedule performance, and work plans. Formulate annual budget (including spending projections), auditing and analyzing financial reports and forecasting to ensure financial obligations are met.
Coordinate submission of yearly and final reports of research grants and contracts. Compile and prepare technical reports, research summaries and final reports for submission to federal agencies.
Coordinate travel and reimbursements for research laboratory staff. Coordinate activities of researchers in the Director's laboratory.
Event Management QB3 holds several events each year, ranging from brownbag lunches to largescale symposia. Several events are held on regular schedules, either biweekly or monthly and others are annual or single occasion events.
Conduct comprehensive planning for QB3 and affiliated events, including conception, design, development, coordination, implementation and postevent evaluation. Coordinate with QB3 Communications Director on event registration and promotion.
Direct multiple service contractors and subcontractors.
Develop and maintain comprehensive event budgets and ensures that event costs do not exceed budgeted allocations.
Ability to apply initiative, judgment, creativity, and innovation in resolving problems where the impact of error risk is high.
Understanding of common Higher Education and/or federal (e.g., NIH, NSF, DOE) rules and regulations, policies and procedures.
Working knowledge of common computer applications used in Higher Education or similar large settings, such as G Suite for Higher Education.
Solid communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing.
Ability to thrive in a busy, highvolume atmosphere. Ability to multitask in a deadlinedriven work environment that requires coordination of multiple activities and the judgment and flexibility to reprioritize to accommodate emergency requests.
Quantitative and financial analysis abilities, and facility with spreadsheet applications.
Understanding of publishing and proposal submission and compliance requirements.
Ability to use discretion and maintain confidentiality.
Ability to use sound judgment in responding to issues and concerns.
High level of skill Microsoft Word, Excel, Powerpoint.
Willingness to learn new administrative, design and computational skills.
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.
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.