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Application Review Date
The First Review Date for this job is: 7/30/21
Thank you for applying! Within the RiseLab, we develop technologies that enable applications to make low-latency decisions on live data with strong security.
The Administrative Officer position plays a critical role providing support to the day-to-day operations for a group of advanced computing research projects. The Administrative Officer performs complex administrative functions which include: on-site and off-site event management, from small to large scale, with some travel; co-managing the space, which includes coordinating repairs/maintenance with building management; managing the administrative services for the faculty; manages inventory for the kitchen & office supplies; supervises a student assistant, which includes managing their workflow & schedule; works with the grant manager to coordinate proper programmatic charging of expenditures & compliance; website & social media content management for the research project; administratively supports researchers (postdocs, graduate students, visitors) with research project, departmental & campus procedures; supports lab culture through events, newsletters, & organizing social events; & other duties as assigned.
50% CENTER OPERATIONS/RESEARCH PROJECT COORDINATION
Co-manages the facility which includes managing desk space allocation for project members and coordinating repairs, alternations & maintenance with building facilities.
Gathers and analyzes financial and other resource data which may be complex; prepares reports or analyses of operational activities, evaluation of current and proposed services for review and decision-making.
Supervises student employee including managing workflow and training. Prepares short and long range planning for administrative services needs and improvements.
Develops and implements procedures for supply inventory and to keep equipment in good working condition.
Coordinates the submission of periodic reports that are required under the terms and conditions of funded programs to include quarterly progress reports and the final project reports.
Participates in the development and revision of standard operating procedures and guidelines for all matters related to the research project(s).
Manages the administrative services (travel, scheduling, purchases, reimbursements, and misc.) for the offices associated with the faculty members of the research project(s).
Represents the research project(s) and serves as a liaison for all lab visitors by providing answers and support. Provides travel assistance to all faculty associated with the Lab.
Works closely with the grant manager to coordinate proper programmatic charging of expenditures. Performs accounting research for PI's and vendors using UCB BFS/BAIRS accounting system.
Functions as a resource on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns.
30% EVENT PLANNING:
Independently develops and implements protocols for regular meetings and conferences on an on-going basis. Makes recommendations for streamlining the planning process.
Manages events for the research project and their faculty (from small to large scale events - conferences, retreats, symposiums, workshops, retirement). Manages the request for proposal process, negotiates terms and conditions with hotels and other vendors, develops request for quotes and proposes recommendations. Manages all reimbursement activity associated with hosting events and ensures compliance with all related UC Entertainment Policies.
20% NEW BUSINESS DEVELOPMENT:
Manages activities related to the development of future proposals or collaborative opportunities (all of our events provide development opportunities for the research project)
May prepare and provide input into non-technical portions of grant and contract proposals.
Manages reporting deadlines and provides assistance in retrieving and organizing pertinent information.
May attend Executive meetings for the purpose of taking, creating and distributing notes or minutes.
Designs and drafts organizational content for the website and social media; coordinates design and enhancements to the web developer.
Working knowledge of computer application programs, such as MS Office Suite (Word, Excel, Powerpoint).
Intermediate to advanced skills in event management: planning and execution.
Solid skills in judgement, decision-making, problem solving and question communication.
Ability to learn non-intuitive lab, departmental and campus systems.
Ability to work and collaborate in a small team environment.
Excellent communication (both verbally and in writing) and interpersonal skills to interact professionally and effectively with all levels of staff, students and faculty.
Advanced organizational skills, which includes the ability to multi-task with demanding timeframes and prioritize assignments that may have conflicting deadlines.
Ability to adequately proofread text and effectively comb through the details of any given assignment.
Ability to use discretion and maintain all confidentiality.
Strong customer service and vendor relations skills.
Experience with website & social media content management.
Must be a self-starter and exhibit initiative to proactively identify areas of need.
Ability to interpret UC Berkeley semantics with policies, and guidelines.
Ability to think on one's feet, respond to issues efficiently, and work with and within a fast paced environment.
Bachelors degree in related area and/or equivalent experience/training.
Working knowledge of common-campus-specific programs.
Salary & Benefits
For information on the comprehensive benefits package offered by the University visit:
The hourly salary range designated for this position: $Up to $29.69; however, starting salary will be commensurate with experience.
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.
Equal Employment Opportunity
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 see:
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