Job Requisition Number: 24414. Both the Chair of Earth & Planetary Science (EPS) and the Director of The Berkeley Seismological Laboratory (BSL) are within the College of Letters and Science and the Division of Math and Physical Science. They have a combined budget of over $10M, serving 30 professors, 70 graduate students, 160 undergraduates, 30 staff and numerous Post-Docs and visitors.
This position will assist the Chair and Director by aiding with calendaring, pre-screening of correspondence, tracking items due to Chair/Director, assisting with meeting minutes and notes, liaising with unit’s financial and HR professionals, tracking and shepherding CSS requests, drafting correspondence, editing manuscripts for clarity (non-scientific), researching outside programs, academic personnel and preparing summary documents among other duties. The position requires a high level of political acumen and confidentiality.
The Administrative Officer: •Functions as the gatekeeper, understanding the requirements of the chair/director, in order to prioritize issues according to urgency and to allocate time for scheduled events, travel and meetings. •Reviews the Director’s emails and responds with tact when appropriate, schedules meetings, flags urgent and time-sensitive matters. •Researches, compiles and summarizes issues and topics; provides background information and briefing materials for Chair/Director. •Manages and coordinates the administration of special projects for the chair/director. •Prepares summary documents reviewing status of projects/programs. •Acts as liaison with EPS/BSL staff in developing and then communicating to Director/Chair job descriptions, reclassifications, reorganizations, advertising, and offer letters. •Attends meetings (such as: Earthquake Early Warning) takes notes, tracks actions items, ensures participants deliver reports due to Director. •Manages all aspects of academic human resources including the faculty search process, drafting of search plans, approval and placement of ads, assemblage of case materials, and screening of materials submitted for complete submission. •Advises faculty regarding policy matters. •Maintains and tracks sabbatical credits. •Manages sabbaticals and leave of absence salary adjustments. •Provide policy guidance and administers faculty search committee activities. •Manages the academic review processes for Academic Senate and non-Senate cases, identifying issues relating to policy, counseling faculty on the submission of their case materials. •Provides advice and counsel to the Chair, Director and manager by interpreting system-wide and campus policies on all academic personnel procedures and practices. •Serves as liaison with Campus Shared Services and ensures appropriate academic HR benefits and payroll matters are resolved. •Independently conducts research on outside programs, analyzes data and makes preliminary recommendations to director/chair. Distills data into concise reports. •Gathers and analyzes financial reports, meets with FSA 3/ Admin Mgr. to discuss issues and reports to Director/Chair. •Solicits web content, updates web pages, researches and makes suggestions for new website content. •Coordinates and edits publications such as the departmental alumni update and BSL annual report, edits non–scientific portion of manuscripts for clarity and grammar. •Drafts summaries for personnel actions; email and letters to alumni and donors. •Organizes meetings, coordinates agendas, handles logistics (room reservation, hotel accommodations), and organizes catering. •Professional development for learning HR theory and best practices and new and updated campus policies, procedures and programs as academic personnel analyst.•Excellent writing skills •Demonstrated ability to use discretion and maintain a high level of confidentiality and political acumen. •Demonstrated ability to use sound judgment in responding to issues and concerns with discretion and diplomacy •High analytical ability to synthesize complex materials such as faculty’s self-statements, ad hoc committee reports, or other materials and condense for an executive summary/report. •Working knowledge of common campus-specific and other computer application programs, such a Microsoft Word, Excel, and Google tools. •Strong 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 analyze complex issues; develop project scope and solutions, give professional advice to senior officials •Requires in-depth knowledge of and ability to apply/interpret campus and college policies and procedures which govern academic HR. •Strong customer service orientation.
Education/Training: •Bachelor's degree in related area and/or equivalent experience/training
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.