Job Requisition Number: 26730. Physics at Berkeley is home to faculty who are devoted to scientific discovery and the teaching of future physicists and students, both undergrad and grad, who come to learn and participate in cutting-edge research. The department has the full spectrum of scientists and has growing programs in: biophysics, quantum physics, atomic physics and quantum technologies.
Our physics department is one of the world's best and attracts over 7000 students from all over the world. In addition, post-docs and visitors, as well as staff, contribute to the vibrant life of this department.
Our mission is to expand the frontiers of fundamental physics research, to educate the next generation of scientific and educational leaders, and to produce an impact on the community commensurate with the distinguished history and tradition of Physics at Berkeley. We bring together diverse and excellent faculty, students, staff and researchers with a universal dedication to upholding the highest standards of scholarship, teaching, and service.
• Independently direct the planning, development, implementation, direction, and evaluation of the Physics research groups’ administrative functions and performance. • Initiates and maintains a variety of Human Resources functions, including requests to hire, training, ensuring completion of required forms/documents, etc. • Functions as a liaison for all internal and external stakeholders for the groups; leverages independent decision making on behalf of the groups. • Maintains publication database for all group members, to include journal information, funding citations, etc. • Track status of future postdoc hires on group calendar. • Analyzes department processes and initiates change management procedures as necessary to ensure continued success. • Oversees the hire and on-boarding of incoming students and postdocs, including initiating the hire with HR, ensuring requests are submitted in a timely manner, and updating hire/postdoc status on the group calendar. • Ensure compliance with HR deadlines in regards to hiring, merit increases, time cards, etc. • Maintain current staff lists (GSI/GSR/Post docs with office numbers, start and end dates, funding source and percentages of pay on each fund) • Create and maintain group files on shared drive; Provide PI’s with weekly department updates, such as meeting requests, action items, etc. • Maintain group calendar to ensure all upcoming deadlines and meetings are anticipated and met. • Oversee and analyze financial data and grant administration. • Analyze financial and HR data; create reports containing key information, including funding, updating current staff on each chart string, etc. • Collaborate with RA on a monthly basis to ensure expenses are charged appropriately. • Develop and manage budget friendly solutions, such as travel and reimbursement policy review, booking of travel at opportune times, and sending meeting invitations in advance to ensure time to book travel. • Authorize financial decisions pertaining to funding commitments • Process department payments for travel, faculty club charges, speakers, and reimbursements. • Maintain DARPA grant administration to ensure requirements and deadlines are met. • Provide professional input for non-technical portions of grant and contract proposals. • Management and ongoing development of department. • Oversee support employee(s) and/or students. • Provide assistance to student, employee, and colleague needs and concerns. • Serve as department representative for administrative meetings and with Physics department management. • Develop and implement procedures for supply inventory and upkeep. • Manage speaker series, conferences, and department events. • Maintain full responsibility of planning Quantum Mechanics and Atomic Molecular Optical speaker series, including scheduling room and speakers; obtaining catering and reservations, creating and monitoring speaker and guest invitations and registrations for Chern-Simons Workshop. • Oversee and maintain speakers’ details for grant reporting. • Performs studies for resource plans, including approaches, trends, sources and uses.• Extensive knowledge or demonstrated ability to learn of University rules and regulations, processes, protocols and procedures for budget, account and fund management. • Extensive knowledge of reporting techniques and human resources policies and procedures for staff and academic employees. • In-depth knowledge of a variety of administrative operations activities such as events planning, risk management planning, website design, accounting and payroll, as well as knowledge of contracts and grants regulations and guidelines. • Extensive knowledge or demonstrated ability to learn of common University-specific computer application programs (ServiceNow, PI Portfolio, Reimburse, BearBuy, and BFS, as well as Lawrence Berkeley Lab Systems such as LETS and MSD One Stop) • Excellent interpersonal communication skills, to include verbal and written, active listening, critical thinking, persuasiveness, advising, and counseling skills. • Substantial business acumen and strong skills in problem solving and strategic planning customer service.
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.