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Administrative Officer 4 (7378U) - 47176 About Berkeley

At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.

We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.

At UC Berkeley, we believe that learning is a fundamental part of working, and our goal is for everyone on the Berkeley campus to feel supported and equipped to realize their full potential. We actively support this by providing all of our staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. To find out more about how you can grow your career at UC Berkeley, visit grow.berkeley.edu.

Departmental Overview

College Overview:

The College of Letters & Science is the largest of the university's 14 colleges and schools and the most prestigious teaching and research unit in the UC system. L&S encompasses more than half of the campus' faculty, three-quarters of its undergraduate students, and half of its Ph.D. candidates. Organized into six divisions: Arts and Humanities, Biological Sciences, Mathematical and Physical Sciences, Social Sciences, L&S Core, and the Undergraduate Division, L&S offers students a choice of more than 70 departmental majors, joint majors and simultaneous degree programs as well as vast opportunities to study and conduct research both within and outside of the traditional disciplines.

Departmental Overview:

The L&S Office of Undergraduate Advising (OUA) provides academic advising to newly admitted, currently enrolled and readmitted undergraduate students (approximately 23,000). Additionally, OUA provides guidance on academic programs, policies, procedures in the College of Letters & Science. OUA enforces and adjudicates the academic regulations of the College in order to ensure the integrity of the degree and the continuing quality of the institution. Decisions made by OUA impact all academic units within the College of Letters & Science and set precedent for other Colleges on campus.

OUA works collaboratively with academic and administrative departments across campus. To enhance the student experience, OUA utilizes an Advising Neighborhood model by division and academic discipline, resulting in College Advisers and Undergraduate Major Advisers working more closely and collaboratively with each other.

Learn more about our mission and values here: https://lsadvising.berkeley.edu/mission-and-value-statements.

Learn more about the Undergraduate Studies Division strategic plan here:

https://ls.berkeley.edu/UG-Div-Strategic-Plan.

Application Review Date

The First Review Date for this job is: 01/18/2023

Responsibilities

Administers the robust and varied operational activities for OUA, including : finance, facilities/space planning, and recruitment/human resources. Collaborates with the Division's Business Office, the supervised team, and campus partners (Berkeley Regional Services, People & Culture, etc).

• Finance - Org Node Approver for purchases through BearBuy, maintains working knowledge of Advising objectives and how they align with particular fund sources/chartstrings, advise, guide, and coach OUA staff on vendor payment and staff reimbursement process, ensures paperwork submitted is complete/accurate with appropriate receipts and documentation for procurement cards/reimbursements, anticipates and communicates non-routine expenses and OUA event plans to Business Office so contracts can be secured in advance. Monitors and tracks trends for purchases made through BearBuy, recommends, implements, and monitors internal policy changes to ensure compliance within OUA. Manages monthly unit-level key controls. In partnership with the divisional finance team, reviews monthly payroll reconciliation and resolves discrepancies. Provides in-depth analysis of expenditures for OUA, forecasts trends, and provides recommendations to OUA leadership to develop and submit annual budget requests for the office and its various programs.
• Facilities/Space Planning - Facilities/Space Planning - Conducts ongoing analysis to identify and address gaps. Provides strategic support to the Division's business office. Recommending and managing space assignments and configuration. Responsible for leading a successful move to the Academic Seismic Replacement Building in 2026.
• Recruitment/Human Resources - Leads analysis of staffing requirements to establish short- and long-term strategic staffing plans and makes recommendations to leadership. Manages compliance of all HR recruitments for OUA. Drives strategy to ensure hiring committees are diverse. Trains, guides, and provides resources to hiring managers to ensure all training is up to date. Coaches and guides the hiring committees throughout the recruitment process. Responsible for initial outreach to all candidates, coordinating with committee members to schedule interviews. Drives strategy to ensure fair hiring practices within OUA and prepares and signs off on Interview Data forms. Coordinates reference checks for finalists on behalf of search committees, and partners with the Division's business office on special projects.
• Facilitates and manages all administrative aspects of the onboarding and offboarding process. This includes collecting feedback, making recommendations, and implementing new practices to improve the new employee experience and the working environment and experience of current employees.
• Updates and maintains OUA's org charts. Tracks staffing transactions and trends to identify and recommend solutions and strategy to minimize staffing gaps and to improve overall retention and development of OUA staff. Manages a variety of human resources activities including employment, classification, and ensuring the completion of forms and documents related to HR and Payroll for the unit. Works directly with the Assistant Dean of Finance and Administration for the Undergraduate Division to ensure proper classifications are in place for all OUA staff. Participates in campus and division training specific to the position. Participates in campus and division training specific to the position.

Manages and streamlines the office's shared drives, calendars, and online communication platforms. Serves as a liaison to the information technology department's productivity suite. Develops and implements procedures for supply inventory and to keep equipment in good working condition, manages the start-up/onboarding process for new employees who need new computers in place and ready to use by hire date and access to the server and other campus systems. Acts as the primary contact for equipment vendors for routine repairs, and oversees the implementation of new technologies that support advising. Responsible for recommending updates for equipment and projecting multi-year budget proposals for replacing and purchasing additional equipment.

• Budgets - Provides analysis for highly complex budgetary funding, financial and resource projects plans. Develops and prepares complex budgets and performs analysis to determine future resource allocations. Independently provides strategic direction and fiscal oversight of the unit's budget, in consultation with leadership. Analyzes complex financial data to interpret and assess spending and costs and advises of streamlining opportunities. Creates and presents complex proposals on a broad range of issues to include analysis of identified challenge, costs, benefits and recommended options and solutions.

Functions as a scheduling lead for OUA to make sure advising offices, satellite locations, and virtual advising spaces are appropriately staffed based on 50+ colleagues being out of office (sick/vacation/extended leaves), periods of high foot traffic (beginning of the semester, add/drop deadlines, enrollment periods), and flexible work agreements.

• Develops a system to check on front line staff and peer advisors to make sure they take breaks and are relieved from duty temporarily.
• Communicates and acts promptly to ensure no interruptions to business operations.
• Assesses and identifies a scheduling tool for transparent and flexible staff schedules. Leads and proposes options to OUA leadership for consensus and final decision.
• Deploys and maintains the adopted scheduling solutions, case management systems, and email ticketing.
• Tracks trends and makes recommendations to OUA leadership on staffing level support for the various advising offices and satellite locations.

Supervises staff members that support office and advising operations.

Serves as the lead OUA Safety Officer

• Develops and revises standard operating procedures and guidelines. Assesses and incorporates changes to maintain compliance with federal and state requirements and the Office of Emergency Management.
• Creates communication procedures for OUA (text/phone tree) during power shutdowns, earthquakes, and bad air quality days caused by fires.
• Arranges training and presentations as needed. Participates in safety training and committees on campus as needed.
• Coordinates with all staff to sign up for WarnMe Emergency Notification.

Develops and maintains a checklist of what needs to be done when the office is closed for emergencies or OUA development/training events, etc.

Supports staff engagement and morale in the office through the administration of several programs including the professional development fund, the unit's SPOT award program, and the annual team building events (end of spring BBQ, Halloween party, holiday party). Track expenses over multiple years for each qualified employee, assessing fund usage and carryforward, and developing reports for the director and division's Business Office. Communicates with colleagues about professional development program eligibility and award period. Serve on division committees as needed.

Professional Development - Seeks out and engages in relevant training opportunities offered on campus and through professional development associations. Attend classes that will enhance expertise in job areas.

Required Qualifications

• Thorough knowledge of and/or can quickly learn University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and/or personnel management.
• Working knowledge of and/or can quickly learn common campus-specific and other computer application programs.
• Strong communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing.
• Strong skills in short-term planning, analysis, problem-solving, and customer service.
• Strong organizational skills and ability to multi-task with demanding timeframes.
• Ability to use discretion and maintain all confidentiality.
• Ability to use sound judgment in responding to issues and concerns.
• Ability to learn and implement new and changing (sometimes complex) processes.
• Ability to align supervision and management style and approach with the University's shift toward a coaching culture.

Preferred Qualifications

• Working knowledge of, and ability to learn, dynamic campus application(s) used to support staff HR work.
• Experience managing discrete budgets and familiarity with campus applications used to support financial transactions and oversight
• Strong skills in researching and engaging in current and future professional development and training opportunities for self and for those who report to this position.
• Working knowledge of the campus performance management processes for both represented and non-represented staff.
• Strong understanding and demonstrated success in ensuring that diversity, equity, inclusion, belonging, and justice (DEIBJ) is used at all stages of job description writing, recruitment, hiring/interviewing, and onboarding.

Salary & Benefits

This is a 100% full-time (40 hrs a week) exempt career position, which is paid monthly and eligible for full UC Benefits.

For information on the comprehensive benefits package offered by the University please visit:

Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.



The budgeted salary or hourly range that the University reasonably expects to pay for this position is $90,000.00 - $120,000.00.

How to Apply

To apply, please submit your resume and cover letter.

Other Information

• This is not a visa opportunity.
• This position is eligible for 60% remote work.

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 the EEOC poster.

For the complete University of California nondiscrimination and affirmative action policy see the UC policy.



To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucb/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=47176&PostingSeq=1









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