Position:	Administrative Officer 2 (7376U)
Institution:	University of California, Berkeley
Department:	General Administration
Location:	Berkeley, California, United States
Duties:	The College of Engineering (CoE) at UC Berkeley is recognized for its educational and research excellence, consistently ranking among the top three Engineering colleges in the United States. With more than 250 regular faculty members, 1, 800 graduate students and 3,200 undergraduate students located in seven academic departments, Engineering is the second largest college on the Berkeley campus
Text:	Job Description Job Title: Administrative Officer 2 (7376U) Job #24718 - IEOR Job ID: 24718 Location: Main Campus-Berkeley Full/Part Time: Full-Time Department Industrial Eng & Ops Res Regular/Temporary: Regular Return to Previous Page About Berkeley The University of California, Berkeley, is one of the world’s most iconic teaching and research institutions. Since 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world. Berkeley’s culture of openness, freedom and acceptance—academic and artistic, political and cultural—make it a very special place for students, faculty and staff. 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. Application Review Date The First Review Date for this job is: 3/30/18 Departmental Overview The College of Engineering (CoE) at UC Berkeley is recognized for its educational and research excellence, consistently ranking among the top three Engineering colleges in the United States. With more than 250 regular faculty members, 1, 800 graduate students and 3,200 undergraduate students located in seven academic departments, Engineering is the second largest college on the Berkeley campus. The Industrial Engineering and Operations Research Department (IEOR) is an academic department within the CoE. Academic positions include 15 tenure track faculty, 5 other senate positions, 6 emeriti, 11-13 lecturers, and 8-10 visiting scholars. Additionally, IEOR encompasses, the Sutardja Center for Entrepreneurial Leadership (SCET). SCET seeks to foster entrepreneurship within the University and to bring Berkeley’s research capability to industry collaborations. To these ends SCET provides mentoring and supports new Berkeley ventures and hosts multi-disciplinary research projects in collaboration with industry stakeholders. Responsibilities 50% Financial Services: Applies professional financial and accounting concepts to independently perform analyses of moderately complex financial services such as researching discrepancies and tax implications and compliance with external regulations and internal policies. • Under general supervision, provides analytical support for simple to moderate budget, financial or resource analysis projects. • Assists with researching, developing and implementing new and changing business processes. • Assesses and recommends changes to maintain compliance with federal and state requirements and internal financial/audit policies. • Receives more detailed instructions for new assignments. Implements department budget allocations and maintains department chart of accounts, and related business processes. • Develops methods to ensure appropriate utilization of restricted funds, start-up projects, and expenditures against over multiple unique chartstrings combination for the Financial Cluster. • Provides oversight for creation and/or validation of new chartstrings for specific instructional or research functions. • Acts as a resource to support staff and faculty on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns. Assists with monitoring the delivery of quality customer service to various constituencies. 35% Office Management and Executive level administrative support: • Provides executive level administrative support and assistance to the Department Chair and Department Manager, including management of the immediate office of the Chair. • Provides front-line customer service to faculty, students as well as visitors and high-level guests of the Department. Oversees day-to-day operations within IEOR’s departmental office and provides superior “front line” customer service. Staffs the front desk and performs front office functions such as receiving and directing visitors and incoming calls, fielding questions, mail delivery, conference room scheduling, parking passes, equipment checkout, and assisting with department onboarding for new employees and exit checklists for those that are leaving. Responsible for keeping the front desk area, supply cabinets and copy rooms stocked and organized. Assists faculty, students, and staff with connecting various administrative requests to their appropriate point of contact within the university. • Special Project management and assistance as assigned by the Chair. • Prepares routine and non-routine correspondence, drafts letters, responds to electronic and telephonic inquiries. • May research various topics and gather relevant data to inform unit strategic plans. • General administrative support such as calendaring; travel arrangements, managing and scheduling of rooms for seminars, faculty meetings; oversight of storeroom. Serves as the IEOR administrative office’s main point of contact with Campus Shared Service Business and Financial Services. Coordinates and submits reimbursements for expenses covered by the IEOR department including the seminar series, faculty recruitment, and department special events. Coordinates and submits IEOR department purchasing requests such as supplies, equipment, honorariums, and catering for events and faculty/postdoc lunches. Assists with air, hotel and other travel arrangements for seminar speakers, faculty and graduate student recruits, and other department visitors. Assists with tracking spending for events and student groups and obtaining exceptional approval for purchases and events that require it. Helps ensure that department purchases and reimbursements align with university policies. • Assign duties to and oversee Work Study Students. • Serves as Faculty Assistant for Department providing course and academic program support, and providing administrative assistance to the department’s leadership and faculty committees. • Process financial transactions at the direction of the Department Manager. • Other duties as assigned by the Department Chair or Department Manager. 10% Event Planning: • Plans and coordinates the IEOR holiday party and Award Ceremony with input from department leadership. • Working closely with department staff, provides event coordination support and staffing for the new graduate student orientation, IEOR retreats, and other department events. Working with Sutardja Center staff provide event coordination for biannual 1-week course Berkeley Method of Entrepreneurship (BMoE) Bootcamp, catering and coordination for Newton Lecture series, and Challenge Lab events. • Assists with organizing faculty candidate interview schedules and other events related to the faculty recruitment process. This includes arranging catering, travel, and reimbursements, as well as providing general administrative assistance related to events described above. 5% Facilities: • Responsible for assisting with monitoring department common areas and reporting building and safety issues to Facilities, and following up as needed. Organize service and repairs for department shared equipment when necessary. Assist with arranging equipment training and waste pickup. Serve as the primary department point of contact for fire alarms and evacuations. • Maintain departmental space inventory and visitor room assignments. • Manage key distribution and key ordering. Required Qualifications • Solid communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing. • Solid 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. Preferred Qualifications *Bachelors degree in related area and/or equivalent experience/training. *Working knowledge of common campus-specific and other computer application programs. Salary & Benefits For information on the comprehensive benefits package offered by the University visit: http://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html *The hourly salary range designated for this position: $21.70 - $33.09; 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. ­ 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: http://www.eeoc.gov/employers/upload/poster_screen_reader_optimized.pdf For the complete University of California nondiscrimination and affirmative action policy see: http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct Return to Previous Page t Help test Careers Default Local Node: DbName: Portal: Node: WorkCenter Id: Url: test

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