Job description

Associate Director of Administration (7377U), CEP Administration - 50241 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

As part of Enrollment Management unit, the Center for Educational Partnerships (CEP) is the primary unit on the UC Berkeley campus charged with developing and implementing outreach programs and strategies to improve academic preparation, expand educational opportunities, and ensure access to higher education for disadvantaged high school and community college students. Working in partnership with secondary schools, colleges, and communities, CEP's college preparation and access programs support students who face significant barriers to college by helping them to improve their academic success and to explore opportunities to attend post-secondary institutions.

Application Review Date

The First Review Date for this job is: March 21, 2023

Responsibilities

BUSINESS OPERATIONS AND ADMINISTRATION
Manages the general operations and administrative services of the department, including activities in space management, procurement, budgeting, risk management, policy compliance, human resources, and the guidance of support staff to efficiently administer the outreach programs. Directly supports executive leadership and is instrumental in providing sound strategic advice on UC policy and process. Serves as a primary source of information regarding University and campus policies and procedures and disseminates and trains staff and others as needed. Researches, analyzes, and revises operational processes and procedures in order to maintain efficient spending, stewardship, and compliant business practices in regard to the educational services provided by the department. Summarizes findings, policies, and organizational structures in order to develop and/or implement changes and to provide consultative services to department administrators, partners, and external stakeholders. Provides cost analysis to implement, modify or eliminate operational programs, policies, and/or procedures and projects. Participates in short- and long-term budget planning processes with the AVC, Executive Director, and Finance Director. Researches possible grant opportunities, reads past reports, drafts briefings, and executive summaries on behalf of executive leadership. Supports the development of grant proposals, budgets, and financial reports for funding which may be complex. Acts as team lead for the unit's admin support staff and helps to train incoming support and data analysts. Holds approval authority for all business transactions. Reviews and supports approval of staff PROcard transactions, entertainment purchases, travel reimbursements, direct bills, travel advances, and independent contractor and external service agreement contracts. Ensures appropriate use of charts of accounts.
RESOURCE MANAGEMENT
Oversees the daily operations of the office, administers facilities and space logistics, and manages the overall needs of the department. Develops and implements procedures for supply inventory and keeping equipment in good working condition. Manages the inventory and safety of the workforce, including ergonomics, purchasing of furniture, and equipment for on-site and remote staff. Stays abreast of campus programs promoting health and wellness and communicating policies with departmental supervisors. May act as building safety coordinator. Responsible for check deposits, cash handling, managing University property, disbursements, receipts, invoicing, vendoring, supplier contracts, and payments. Oversee on-site and offsite storage needs and existing space, including scheduling of moves and transfers of materials, supplies, and equipment to and from storage units. Manage payments and chart string for storage and space. Manages chart strings for cell phones and landlines, training on computing equipment and cell phone requests. Provides information to staff on UC business applications in terms of the virtual private network, accessibility to WIFI, and requesting security clearances from campus authorities (BFS, BearBuy, CalAnswers, etc.). Supervises a small staff of support employees and students. Reconciliation of career and student payroll and work-study. Helps to supervise training and placement of students and/or subordinate support staff within the unit. Helps to coordinate support staffing needs for the department. Interviews, selects, and hires work-study students, as needed. Coordinates and participates in a variety of human resources activities including employment, training, classification, and ensuring the completion of forms and documents related to HR and Payroll for the department. Reviews and verifies work-study eligibility. Gathers, analyzes, prepares, and summarizes financial and HR reports, including position management and compensation funding distributions. Manages hiring processes for career staff, limited appointment and contract hires, and student hires. Stays abreast of policies and transactions for position control, roster management, audit of compensation, and equity reviews. Drafts department job cards and maintains consistency by managing the departmental repository. Consults with managers on existing job descriptions; managing submission of hiring requests; consulting with campus recruiters; reviewing, scheduling, and interviewing applicants; completing appointments by following divisional and campus processes. Develops and implements procedures for and ensures the completion of forms, documents, and data entry related to recruitment, personnel actions, benefits, and leaves of absence. Advises managers, supervisors, and employees regarding related policies.
PARTNERSHIPS
Oversees the administration of partnerships with education stakeholders. Develops systems for the negotiation of agreements and contracts with community colleges and k-12 districts. Establishes and maintains contacts internally and with external constituents for the collection and exchange of data. Supports writing and interpretation of complex language in regard to business contracts. May act as the liaison between stakeholders, including UCOP, CA Community Colleges, school districts, and community colleges. Reviews scopes/statements of work for accuracy and alignment with campus policies. Maintains compliance with FERPA privacy regulations and attends compliance training as necessary. Manages the fiscal aspects associated with maintaining partnerships and ensures timely invoicing and payment. Provides recommendations to Directors concerning issues that may arise with stakeholders' contractual obligations. Works with communications and program staff to support fundraising and development, including research, maintenance of donor databases, and communications to past donors and prospective donors. Use of CADS to perform research. Coordinates the preparation and delivery of departmental reports, analysis, and presentations. Develops and implements efficient and effective systems for managing information, projects, and communications to ensure accurate and timely responses to stakeholders. Participates in professional development and mandatory campus training. Serves on committees, representing the department. Executes ad hoc tasks as needed.
Required Qualifications
Thorough knowledge of and/or ability to learn about University rules and regulations, processes, protocols, and procedures for budget, accounting and fund management, and/or personnel management. Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling skills. 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. Solid knowledge of and/or ability to learn about common University-specific computer application programs. Ability to use discretion and maintain confidentiality. Strong skills in short-term planning, analysis, problem-solving, and customer service. Thorough knowledge of financial analysis and reporting techniques, and/or human resources policies and procedures for staff and academic employees. Must be highly organized with attention to detail with the ability to prioritize multiple responsibilities of own work as well as others. Ability to adapt to changing priorities, actively listen and value constructive criticism. Strong communication and interpersonal skills to communicate effectively, both verbally and in writing. Advanced writing, research, and communication skills to prepare highly competitive proposals, reports, and materials. Strong project management skills. Ability to prioritize work assignments and manage multiple critical projects with deadlines; ability to effectively delegate. Must be highly organized with attention to detail with the ability to prioritize multiple responsibilities of own work as well as others. Familiarity with and knowledge of and/or ability to learn various business and financial data management and UC Berkeley systems such as Bearbuy, BFS, CADS, UCPath, SIS, CalAnswers, and Service Hub.

Education/Training:
Bachelor's degree in related area and/or equivalent experience/training.
Preferred Qualifications

Thorough knowledge and understanding of and/or ability to learn internal control practices and their impact on protecting University resources.
Salary & 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 $85,000.00 - $104,400.00.
This is a 100% full-time (40 hours per week), career position that is eligible for full UC benefits. This position is exempt and paid monthly.

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