Job Requisition Number: 25736. The Bixby Center for Population, Health, and Sustainability is a collaboration of students, faculty, researchers, and staff working to achieve slower population growth within a human rights framework by addressing the unmet need for family planning. It seeks to improve the health outcomes of the world’s poorest and most vulnerable women and their families through developing innovations to improve reproductive health in resource-poor settings including local access to essential technologies and guidelines for prioritizing interventions to maximize health impact. The Center is located at the University of California, Berkeley and collaborates with international organizations as well as government officials in West Africa.
The Administrative Manager is responsible for the day-to-day operations of three related research centers including the full range of human resources tasks; postings, interviews and hiring of student assistants, graduate student instructors and researchers, research staff, and summer interns. Assists with supervision of student assistants and volunteers. Coordinates bi-weekly Bixby Center team meetings. Financial and grant management is a key aspect of this position; responsible for coordination with CSS research administrators and SPH finance team. Must prepare accurate and regular reports for funding agencies as needed. Identifies alternative funding sources when available. Reviews and approves all purchases, travel reimbursements, etc.
This position is also responsible for regular communication to organizational constituents and larger public through website postings and newsletters; maintains several listserves. Point person for inquiries from the public. Coordination of effort is required with Community Health Sciences division, School of Public Health, all relevant campus departments in addition to outside agencies. Academic course support as well as special event planning are tasks that are complementary to managerial tasks.
Key Responsibilities: •Applies professional HR concepts, policies and procedures in the completion of HR assignments and actions for all staff and student related hires. Manages a variety of human resources activities including recruitment, hiring, training, and ensuring the completion of forms and documents related to HR and Payroll for units. Responsible for recruitment processes, manage hiring of all Non-Senate academic researchers, Packard Foundation Fellows, contract employees, Graduate Student Researchers, Graduate Student Instructors, undergraduate Student Assistants, and Work Study Students. •Responsible for day-to-day administrative support of the centers: purchasing and reimbursements, event planning and implementation. Maintains clear communication, monitors deadlines, provides updated reports on activities, and takes initiative to problem-solve issues that require clarification, follow-up or intervention at higher level. •Coordinates efforts with a variety of internal and external contacts to achieve program goals and objectives; participates on policy and project planning committees and working groups. Interprets and applies activities within SPH and campus policy guidelines. •Manages budgets, works with RAs for adjustments, assists with preparation of budget and reporting process to major stakeholders. Assesses and recommends changes to maintain compliance with federal and state requirements and internal policies. •Create, maintain, and update marketing and informational tools: web site, brochures, newsletters, email messages, etc. •Manages all center meetings, and keeps accurate notes. Participates in the development and revision of standard operating procedures and guidelines. Prepares, edits and modifies documents including reports, meeting minutes, presentations, and memos. Creates summaries, frameworks, and overviews as needed. •Provides guidance to supervisors and managers in developing student worker job descriptions. Hire, train, and supervise student workers; responsible for timesheets, manage space and schedules;Knowledge and Skills:
•Working knowledge of common campus-specific and other computer application programs. •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. •Public Health background and experience in campus administrative support desired. •Understand the mission, purpose, goals, policies, and procedures of the Bixby, Wallace and i4Y Centers as well as foundations and funders of programs •Understand University rules and regulations, policies and protocols, administrative, budgetary, human resources and financial principles and practices. •Experience in hiring and working with graduate and post doc students preferred. •Excellent oral and written communication skills; analytical & critical thinking skills •Organized, responsible and strong customer support skills •Ability to work with little or no supervision; problem-solve and maintain confidentiality •Advanced interpersonal skills and ability to work with diverse groups to achieve results.
Education/Training: Bachelor's degree in Social Science, Public Health, or other 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.