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Berkeley is committed to hiring and developing staff who want to work in a high performing culture that supports the outstanding work of our faculty and students. In deciding whether to apply for a staff position at Berkeley, candidates are strongly encouraged to consider the alignment of the Berkeley Workplace Culture with their potential for success at http://jobs.berkeley.edu/why-berkeley.html.
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The Department of Materials Science and Engineering (MSE) is one of seven academic departments within the College of Engineering. At present the department has 16 faculty, 5 adjunct faculty, 12 emeriti, 5 faculty (0 percent) from other departments who actively collaborate on teaching and research, and approximately 40 visiting faculty researchers and post-doctoral fellows. The population of degree-seeking students within the Department averages approximately 131 graduate students and 188 undergraduate students engaged in a curriculum distinctive for its multiple laboratory courses and interdisciplinary character. Additionally, Materials Science and Engineering administers and manages the Applied Science and Technology (AS&T) Graduate Program. AS&T is an inter-disciplinary program, with 83-affiliated faculty from departments across campus, and 45 graduate students.
The Administrative Officer reports directly to the Chair of the Department and supervises the administrative staff. This position will provide advise, guidance, leadership and expertise in strategic planning, management and oversight in the areas of financial management, budget planning and control, academic personnel management, academic and student affairs, personnel administration and human resources associated with the MSE Department. The incumbent autonomously manages the full administrative operations of an academic department. General management includes short and long range strategic planning in determining the mission and directing all activities of multi-disciplinary programs through subordinate management staff. Administrative services will be delivered in collaboration with Team 2-ERSO and the College of Engineering. Works closely with the Research and Development Engineer to coordinate with technical concerns and instructional lab operations. The incumbent manages a staff of 6 and directly supervises 3 administrative personnel. The Administrative Officer will recommend and/or set policies for all aspect of the administration of the department.
The position involves recommending, developing, implementing, administering, coordinating, and/or evaluating Academic Human Resources policies, labor contracts, statutes, programs, and procedures covering one or more of the following: academic recruitment, appointment, and advancement; compensation and salary administration; start-ups and faculty welfare programs; visa procurement; benefits; payroll; training and development; faculty misconduct; and faculty equity.
A wide range of administrative and managerial problems and tasks must be dealt with in a timely and fiscally conservative manner. Multitasking is essential and a high level of complex problems solving skills is required to solve novel and unique issues. Outreach and interaction with the campus community is expected, ranging from student advising, to working with the public, to representing the department in campus wide meetings.
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65% The MSE Administrative Officer manages and performs administrative operations activities for the department as well as for the AS&T graduate program, with accountability for operational and budget processes, staff FTE, finance, human resources and faculty committee appointments. Prepares short and long range planning for administrative services operations and improvement to processes. Applies advanced concepts to perform analysis to determine future resource allocations on projects.
*Business Services Plan and coordinate the implementation of administrative policies, procedures, and standards in coordination with CSS Team 2-ERSO necessary to ensure uniform, effective and appropriate business practices. Oversee management of business services including financial, personnel administration and IT. Provide analysis, prepare and submit operating budget and forecasting. Develop and cultivate professional relations with external constituencies.
*Academic/Student Affairs Oversee activities of graduate and undergraduate support services, graduate recruitment and admissions, fellowships and general departmental administrative support. Develop mechanisms for communication, collaboration, and planning for efficient department operations. Develop plans for service levels that are consistent with departmental expectations and also financial and personnel resources.
*Personnel Administration Manage the department's human resources, in consultation with COE-HR and support from CSS Team2-ERSO. Analyze and manage staffing practices, recruitments, job classifications, employee benefits, payroll administration, staff development, and employee/labor relations. In coordination with COE-HR, responsible for salary setting. Directly supervise 3 staff, within and outside the scope of main business activities (e.g., student services, facilities, etc). Ensure compliance with University, College, and departmental policies and procedures and carry out timely and pro-active management actions for open lines of communication, conflict resolution, teamwork, and goal-setting, etc. Address labor relations and employee relations' issues in an environment of continually changing personnel programs and campus priorities for human resource management.
Academic Personnel Management:
*Provide strategic advice and counsel to the Department Chair in analyzing and interpreting system-wide and campus policies, collective bargaining agreements, academic personnel procedures and practices. Analyzes merit and promotion cases for faculty. Execute faculty recruitment and searches for new faculty appointments. Collaborate with Chair to establish faculty student advising, and faculty committee services. Conducts investigations into complaints involving academic appointees and provides feedback to Department Chair and makes strategic recommendations. Counsels Senate and non-Senate faculty and other academic employees concerning complex and/or particularly sensitive work-related or career-related problems.
Analyzes appointment, merit, and promotion cases for faculty. Prepares departmental recommendation letters for all academic appointments and advancements by applying advanced knowledge of both HR policy and departmental precedents. Analyzes case documents prior to submission, reviewing for accuracy completeness, and adherence to policies and procedures of the Standing Orders of the Regents, the Academic Personnel Manual (APM), the Berkeley Campus and the Department of MSE. Identify and resolve any potential problems that might arise in later stages of the review process.
Analyzes leave eligibility and informs faculty of accumulated sabbatical leave credit, advises of implications of various types of leaves including ASMD and industrial leaves, required reporting procedures, salary levels, and lengths of leave available. Monitors compliance with University policies. Tracks fiscal impact and advises Chair on the impact to department budget.
Advises faculty and Unit-18 lecturers on UC employment related matters. Notifies academic personnel of policy changes related to benefits and retirement and responds to inquiries. Initiates action regarding notification of appropriate authorities in cases of emergency, injury or death. Oversees coordination of summer salary appointments. Coordinates chair appointments and related stipends.
Advises on matters related to new faculty startup packages, exceptional removal expense, housing, spousal placement, and benefits of employment. Advises chair on complex appointments and the coordination of multiple funding sources among campus units. Processes time-sensitive requests for exceptional permissions to recruit and visa and permanent resident issues. Secures exceptional approvals as necessary.
Conducts investigations into complaints involving academic appointees.
Interprets APM and University and Senate directives for faculty and advises faculty of their rights and responsibilities. Serves as custodian of faculty files and records, ensuring the integrity and confidentiality of the department's review procedures and its academic personnel files as required by Senate by laws.
Coordinates hiring and payroll actions for multi-location appointments. Initiates actions for reviews and compensation for submission through the college, organized research units, APO, campus payroll and accounting units.
Oversees employment actions related to international faculty with the Berkeley International Office (BIO)/Services for International Students and Scholars (SISS).
Oversees labor certification, visa status, and renewals and extensions for foreign appointees.
Represents campus in informal and formal complaint resolution processes.
*Information Services and Technology Work with Systems Administrator to ensure that department specific enhancement needed for campus systems are in place for efficient and effective department operations and that department website and databases are a strategic resource for communication with students, prospective students, alumni, and other constituencies.
25% Budgetary Financial Management:
*Budget projection, analysis, and reporting; Prepare budget data for annual budget requests for State and General, Temporary Academic, Control budgetary transfers and all related budgetary and financial transactions; Design and prepare fiscal monitoring systems; Oversee fiscal close, budget variance and trend analysis; Fiscal control and review of expenditures for compliance with policy requirements and consistency with approved budgets; Prepare various periodic and ad hoc financial reports; Oversee all departmental financial transactions. Develop and prepare complex budgets with multiple funding sources for grants, general appropriations, and endowments. Oversight and management of instructional equipment needs.
10% External Relations:
Facilitates interactions with the department's Advisory Board, and oversee development and donor relations with external affiliates. Develop strategic processes to cultivate relationships with external constituencies and to develop pathways to bridge industry and departmental interests.
Oversee the Annual Dow Distinguished Lecturer Series.
Industrial and graduate student recruitment for the MSE Engineer Professional degree.
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Advanced knowledge of financial analysis and reporting techniques, human resources policies and procedures for staff and academic employees.
Advanced knowledge of a variety of administrative operations activities such as fundraising processes, risk management planning, accounting and payroll, and events planning.
Advanced interpersonal communication skills to include verbal and written, active listening, critical thinking, persuasiveness, advising and counseling skills.
Advanced skills in short and long term strategic planning, analysis and problem-solving and customer service.
Ability to analyze complex management issues; develop project scope and solutions, give professional advice to senior officials and make critical decision regarding personnel.
Demonstrated management and conflict resolution skills to effectively lead and motivate others.
Proven skills to quickly evaluate complex issues and identify multiple options for resolution.