Administrative Officer (7378U) - 49857 About Berkeley
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Departmental Overview
The Department, within the Social Sciences Division of the College of Letters and Science, is highly regarded in the Political Science community, ranking 4th in the nation. Our faculty and students have close contact with other departments and programs on campus, including Statistics, The Goldman School of Public Policy, Computer Science, and The School of Law. We are home to several research centers. The department is comprised of 75 faculty, including adjuncts and emeritus, approximately 120 graduate students, and 1,100 undergraduate majors. We also host post-docs, visiting scholars, and 10 staff FTE.
Application Review Date
The First Review Date for this job is: 03/13/2023.
Responsibilities
Finance - In partnership with the divisional finance team, reviews monthly payroll reconciliation and resolves discrepancies.
Provides in-depth analysis of expenditures for Political Science, forecasts trends, and provides recommendations to political science leadership to develop and submit annual budget requests for the office and its various programs. Org Node Approver for purchases through BearBuy, maintains working knowledge of advising objectives and how they align with particular fund sources/chartstrings, advise, and guide Political Science 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 Political Science event plans to campus 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 the department. Manages monthly unit-level key controls.
Budgets - Provides analysis for highly complex budgetary funding, financial and resource project 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.
Prepares short- and long-range planning for administrative services operations and improvements to processes.
Oversees the development of proposal and recommendations to guide and support established goals and strategic direction of the unit. Performs ad hoc analytical studies on a wide variety of policies, programs, procedures and issues. Makes recommendations and changes based on the analysis in order to address changing needs.
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.
Serves as special resource for pre- and post-contracts and grants work, interpreting regulations and guidelines on grants and/or contracts, ensuring expenses are paid according to contract, and/or monitoring contract and grant expenditures.
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, welcome reception, 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.
Supports research efforts, participates in professional conferences, and provides public relations support.
Generates formal communication on behalf of Political Science and its Director.
Required Qualifications
Advanced 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. Advanced interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills. Advanced knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines. Advanced knowledge of and/or can quickly learn common University-specific computer application programs. Ability to use discretion and maintain confidentiality. Advanced skills in short- and long-term strategic planning, analysis, problem-solving and customer service. Advanced knowledge of financial analysis and reporting techniques, and/or human resources policies and procedures for staff and academic employees. Bachelor's degree in related area and/or equivalent experience/training.
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 the University of California's Compensation & Benefits website.
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 $95,000.00 - $100,000.00.