Director of Operations and Planning (0547U) Job 1934 - SIMONS - 1934
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Application Review Date
The First Review Date for this job is: Immediate Review
The Simons Institute for the Theory of Computing is the world's leading venue for collaborative research in theoretical computer science. Established on July 1, 2012 with a grant of $60 million from the Simons Foundation, the Institute is housed in Calvin Lab, a dedicated building on the UC Berkeley campus. The Simons Institute brings together the world's leading researchers in theoretical computer science and related fields, as well as the next generation of outstanding young scholars, to explore deep unsolved problems about the nature and limits of computation.
Director of Operations and Planning oversees all aspects of the Simons Institute's operations, including personnel, visitor services, events, facilities, infrastructure, finance, procurement, IT, and business processes. He/she/they is the coordinating member of the Institute's leadership team, and plays a key role in the development of organizational strategy.
30% As Director of Operations and Planning for the world's premier research institute devoted to the foundations of computing, hold ultimate responsibility for ensuring excellent outcomes relating to academic and non-academic personnel, visitor services, events, facilities, infrastructure, finance, procurement, IT, and business processes:
Lead weekly Operations Team meeting: set agenda (with input from colleagues), chair meeting, distribute notes, and ensure timely follow-through by all team members.
Provide active, engaged oversight of the work of the Facilities Coordinator, to ensure efficient, timely and finely executed outcomes related to maintenance and repairs, renovations, landscape, student-assistant program, and general operations. Ensure consistent coverage at the Institute's front desk. Serve as alternate Building Coordinator.
Provide high-level oversight of all capital projects.
Participate in a weekly meeting of the Programs Team, and provide active, engaged oversight of visitor services, program administration and events.
Serve as team-lead/client for IT Manager and Research Administrator (key Simons Institute team members who report to other units). Provide oversight over his/her/their work at the Institute, and provide input for their performance evaluations, as needed. Research and implement recognition opportunities.
Oversee the production of, and ongoing updates to, the Operations Manual. Maintain rigorous documentation of all essential business processes, records and templates.
Evaluate, automate and streamline business processes on an ongoing basis, with collaboration and input from colleagues. Develop short- and long-term plans for improvement of infrastructure, processes and staffing.
In collaboration with Research Administrator and Associate Director, prepare Institute and project budgets, financial reports, and financial projections.
Ensure committed funds (from campus sources or external funders) are properly transferred and allocated. Review gift and grant agreements to ensure appropriate alignment with budgetary needs, as well as compliance with terms. Track revenue opportunities and integrate into financial projections. Maintain list of planned allocations, and ensure proper training of faculty and staff involved in resource allocation and related paperwork. Manage reporting calendar, and ensure timely submissions.
Review monthly financial transaction reports. Approve transactions in BearBuy and ERSO Intranet.
Related duties, as needed.
30% Provide leadership and mentorship to subordinate staff, and support a staff culture in which excellence and kindness are rewarded, and personal and collective wellbeing are supported as the basis of outstanding work:
Supervise programs staff (Visitor Services Coordinator, Event Coordinator, Assistant Visitor Services Coordinator, Assistant Event Coordinator, and Reimbursement Specialist) and administrative/operations staff (Executive Assistant, Science & Outreach Coordinator, and Facilities Manager)
Serve as hiring manager for all directly supervised positions, as well as other positions, as needed.
Coordinate and lead regular staff convenings: biweekly staff meeting, annual working retreat, and semiannual dinner for faculty and staff. Set agenda (with input from colleagues), lead discussion, distribute notes, and oversee implementation of resulting plans. Oversee the organization (by subordinate staff) of annual staff fun day.
Coordinate on-boarding and training of all new staff. Manage onboarding of independent contractors, and ensure efficient processing by campus partners. Coordinate and implement staff vacation policy, ensuring necessary levels of staffing throughout the year.
Support professional development for all staff (not only direct supervisees). Research and implement recognition opportunities for all staff.
Ensure workload is well distributed across team, in a way that responds dynamically to shifting needs and fluctuations in demand.
Ensure knowledge-transfer and coordination among Operations, Programs and Fundraising teams.
Provide senior-level oversight of large Institute events, ensuring flawless execution and smooth coordination among different teams.
Develop contingency plans for sudden staff departures and related scenarios.
Related duties, as needed.
30% Serve as the coordinating member of the Institute's Leadership Team, contribute to organizational strategy, and provide expert-level administrative oversight of a number of mission-critical functions of the Institute:
Lead weekly Leadership Team meeting: set agenda (with input from colleagues), chair meeting, distribute notes, and ensure timely follow-through by all team members.
Play a key role in the development of organizational strategy.
Serve as chief compliance officer: set business processes for entire Institute, and ensure compliance with changing guidelines (e.g. GDPR, visas, etc.).
Serve as staff lead on faculty searches.
Manage Chancellor's Professorship nominations.
Serve as chief Institute liaison to campus partners in ERSO, VCRO, Vendoring, etc. Collaborate with key partners to streamline processes and maximize accuracy and efficiency. Research and implement recognition opportunities for campus partners (award nominations, etc.).
Attend monthly Managers' Meeting hosted by the VCRO. Serve as a senior staff representative to the campus community in this and other institutional contexts.
Advocate as needed with campus leaders (e.g. VCRO, BO) for Institute-friendly policies and procedures.
Provide high-level administrative support for the Scientific Advisory Board and Governance Board.
In collaboration with Communications Director, ensure quality and accuracy of all website content, make updates as necessary and recommend improvements; and jointly coordinate Journalist-in-Residence program, including application process, record-keeping, and scheduling of events.
Related duties, as needed.
10% As a member of a dynamic, collaborative team in a start-up environment within the University, the incumbent will take on a variety of tasks that fall outside his or her specifically defined duties.
Required: Technical fluency with principles of financial management, with experience in managing budgets and reading financial reports.
Required: Supervisory experience, preferably in higher ed., and familiarity with related best practices.
Required: Extraordinary thoroughness and attention to detail in all aspects of work, especially: written language (spelling/punctuation) and numbers (accuracy/arithmetic). Great skill and accuracy in both of these areas are essential for this role.
Required: Outstanding written communication, including the ability to produce flawless, cordial emails and documents, precisely tuned to context and refined and accurate in visual presentation.
Required: Outstanding analytical skill and professional judgment, including the ability to foresee risks and opportunities, optimize multiple objectives in complex situations, and develop finely tuned strategies for short- and long-term needs.
Required: Outstanding interpersonal skills; capacity and inclination to cultivate goodwill and foster harmonious outcomes, to help visitors feel appreciated and supported, and to support and inspire colleagues at all levels to do beautiful, polished, and efficient work, in service of the Institute's mission.
Required: Outstanding oral communication, specifically the ability to communicate with clarity, precision and good cheer to a variety of constituencies, including visiting scientists, resident faculty and staff, and campus partners. Included here are receptive communication skills, especially the ability to detect misunderstandings early on, and calibrate style and level of detail to the occasion.
Required: Outstanding project- and time-management skills, specifically the ability to plan and execute numerous projects with complex and overlapping timelines. Included here are all of the disciplines of project management, including translating goals into specific actions; building and implementing a complex timeline; foreseeing difficulties and delays; building contingency plans; eliciting timely responses from recalcitrant colleagues; and pivoting efficiently among projects, without falling behind on, or losing track of, the numerous isolated or recurring tasks that fall outside of large projects.
Required: Excellent command of relevant computing tools and software (MS Word, Excel, PowerPoint, Google docs, Google calendar, etc.). Excellent technical aptitude for mastering new computing tools.
Desired: Broad knowledge of campus processes, protocols and procedures, with a focus on visas, personnel, travel and entertainment, procurement, and finance. Familiarity with online systems such as BearBuy, BFS, and the ERSO Intranet.
Desired: Experience with various software tools including: Salesforce or other constituent management databases (including the ability to generate useful reports according to provided specifications), online registration tools, email marketing tools (e.g. MailChimp), and Drupal or another website content management system; HTML experience also desirable.
Desired: Experience managing contracts and grants.
Desired: Familiarity with relevant internal and external constituencies, including the campus scientific community, and the international theoretical computer science community.
Desired: Experience in coordinating visitor services and research appointments for academic personnel, e.g. within a campus department or research institute.
UC Berkeley Event Planning Certification also desirable.
Desired: Experience in event coordination; UC Berkeley Event Planning Certification also desirable.
Desired: Experience and skill in simple graphic design, using applicable software tools (e.g. Adobe design suite).
Salary & Benefits
For information on the comprehensive benefits package offered by the University visit:
The salary range designated for this position: $93,600 - $139,000; however, starting salary will be commensurate with experience.
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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