Front Office Manager (4263C) - Cee

Front Office Manager (4263C) - CEE 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
The Department of Civil and Environmental Engineering (CEE) is a complex academic department within the College of Engineering. The Department is composed of 7 graduate programs: Structural Engineering, Mechanics and Materials; Environmental Engineering; Transportation Engineering; Engineering and Project Management; Geosystems; Systems Engineering; and Energy, Civil Infrastructure and Climate.
In 2022, CEE was ranked first in the nation for both its undergraduate and graduate programs. The Department consists of 45 faculty, 400 graduate and 400 undergraduate students, and 21 staff plus numerous emeriti, lecturers, and visiting scholars.
CEE is a place of intellectual vitality and diversity in which all students, faculty, and staff have the opportunity and the impetus to achieve their highest potential. Signs of this vitality and diversity are seen in innovative research conducted by students and faculty; creative, flexible, adaptable, and forward-looking curricula; outstanding classroom teaching; attentive academic mentoring; and a shared sense of a community that is inclusive and respectful of all members. We are proud of our contributions to the public mission of the University of California, as demonstrated for example by our role in providing access to higher education for students from low and middle-income families.
This role involves managing or performing the administrative services or managing the full general operations of an academic or non-academic organization(s). Administrative services include activities in finance and human resources and may also include IT, facilities, or student services. General management activities include long and short range strategic planning in determining the mission and directing all activities of multidisciplinary departments through subordinate management staff.
This position is 100% in-person.
Application Review Date
The First Review Date for this job is: June 1, 2023 - Open Until Filled
Responsibilities
35% Executive Office Management
Assists in hiring, training and providing direction to support staff to handle day to day office administrative responsibilities for the CEE Chair's Executive Office. Oversee and redirect, if needed, all forms of communication to the department office (and the Chair) i.e. phone, email, and walk in.
Coordinate all departmental events including securing venues, promotion, catering orders, and oversee set up and break down. Provide support for any needed technical equipment. Coordinate security as needed. Develop and implement protocols to streamline the process and document procedures and resources.
Supervise the use of all departmental conference rooms. Review requests, instruct on technical equipment use (Owl, Video, etc.) and convey departmental room usage policies when needed.
Coordinate visitor travel and itineraries including processing reimbursements.
Maintain official departmental records (MOUs, Chair's Correspondence, Contact lists, Academic Review Reports, ABET Accreditation, etc.).
25% Management Support
Manage the Chair's calendar, schedule meetings, draft sensitive correspondence, assist with special projects (i.e. gathering nominations for fellowships, organizing receptions, etc.), research policy issues, advise on policy, procedure and process. Act as moderator of the chair@ce and faculty@ce aliases.
Manage and schedule monthly Faculty Meetings and semi-annual Retreats and Advisory Council Meetings. Assemble and distribute agenda and supporting documentation.
Provide assistance for all staff functions (Department Management, Finance, Facilities, and Academic and Staff HR, Event Coordination) in the immediate office, which means knowing enough about each functional area to independently assess priority in the absence of other staff members and act accordingly.
20% Project Coordination
Working independently manage complex year-long departmental review processes for the Academic Program Reviews and the ABET Accreditation projects. Analyze requirements. Collect, track, organize, compile, format, and edit all materials. Provide logistical support to plan the onsite review meetings.
Working with the staffing team plan departmental wide community building events including locating venues, identifying vendors, caterers, photographers, etc. Acquire all necessary permits and campus exceptions when needed. Oversee the set up and break down as needed. Complete all financial payment documentation for signature and submission.
Participates in the development and revision of standard operating procedures and guidelines. Conducts trend analyses and helps develop resulting recommendations.
20% Financial Support
Provide assistance/training to faculty, staff and students in handling complex financial transactions. Research and resolve vendor concerns. Train and supervise staff to use campus systems to process departmental reimbursements, entertainment and travel requests.
Reviews and verifies expenditures and performs financial analysis. Oversees purchasing, travel, and reimbursements in compliance with campus and UC policies.
Required Qualifications
Bachelor's degree in related area and / or equivalent experience / training.
Excellent interpersonal and communications 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.
Demonstrated ability to work independently; prioritize work and complete assignments in a timely manner.
Expert knowledge and experience in the use of computer software applications in a PC/windows environment; Word and Excel required.
Ability to use discretion and maintain confidentiality.
Dependable, organized, detail-oriented, positive, flexible, and have a service-oriented attitude and an excellent attendance record.
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 $28.83 (Step 1) to $37.75 (Step 13) hourly. This is a 100% FTE career position eligibile for full benefits.
Other Information
This position is 100% in-person.
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, please see the U.S. Equal Employment Opportunity Commission poster.
For the complete University of California nondiscrimination and affirmative action policy, please see the University of California Discrimination, Harassment, and Affirmative Action in the Workplace policy.
To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucb/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=53584&PostingSeq=1
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