Inside Higher Ed
Administrative Services Manager (0547U) - 63466
Inside Higher Ed, San Francisco, California, United States, 94199
Administrative Services Manager (0547U) - 63466
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. We are a leading institution distinguished by academic and research excellence, a commitment to equity and social justice, and a culture of innovation, inquiry and respect for the environment. Berkeley fuels 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.
Departmental Overview The Office of Environment, Health & Safety's (EH&S) mission is to provide guidance and services to the campus community that promote health, safety, and environmental stewardship. EH&S is a highly dynamic, fast‑paced, committed organization focused on promoting workplace safety and environmental protection for the campus community. We are comprised of many scientific, technical, and administrative professionals, working in an evolving, learning, and sometimes challenging environment with a unified goal of supporting the University's mission of teaching, research and public service. EH&S strives to be an inclusive, service‑oriented, and operationally excellent organization and is seeking highly motivated individuals who want to learn, be creative, seek continuous competency development, and contribute to our mission.
Position Summary Reporting to the Executive Director, the Administrative Services Manager (ASM) serves as the EH&S Finance Director, and manages administrative functions within EH&S, including budgetary financial management, business operations, IT systems, facilities/equipment, fleet, MOUs, and supporting technical teams in communications, project management and training development. The ASM manages a team of administrative staff who provide direct support to EH&S colleagues, and works in partnership with senior management to achieve goals of the department.
Application Review Date First Review Date: 01/22/2024.
Responsibilities Develop and implement administrative programs and processes in alignment with the department priorities and goals. Conducts analysis of each area's effectiveness, and develops corresponding programs/processes for area lead's implementation. Maintains knowledge of campus and systemwide policies, procedures and regulations, including making recommendations for changes based on interpretations and principles of professional practices.
Provides Oversight And Leadership In Designated Administrative Operations, Including
Financial & Budget Oversight
Purchasing and Vendor Management
Systems Infrastructure
Office Management & Facilities Oversight
Administrative Support for the department, department's technical teams, and programs.
As part of the EH&S Senior Management Team, may establish and recommend changes to policies that affect the organization.
Finance & Budget Oversight
Serves as EH&S Finance Director for the department, directing analysts who provide direct budget updates to Director and Managers
Directs analysts to provide required reports and updates to division
Ensures analysts meet division and campus deadlines for budget proposals and other associated requests
Develops and monitors operational and budget processes, staff FTE, and finance.
Develops comprehensive financial and trend analysis, and recommends and allocates resources to specific programs and department activities.
Identifies budgetary strategies, underutilized resources, and cost control methods.
Develops and prepares budgets and financial reports for grants, general appropriations, endowments and other funds.
Directs recharge program through subordinate staff.
Responsible for implementation and negotiation of financial partnerships and MOUs.
Vendor management and purchasing oversight.
Supports procurement of products and services, including contract management process.
Systems Infrastructure
Manages systems and procedures to protect departmental assets.
Oversees administration of information systems hardware, operating systems, and network management.
Office Management & Facilities Oversight
Ensures staff fulfills requirements in relation to on‑site administration, and campus practices and procedures in the areas of fleet management, access control, and telecom.
Ensures department and campus inventory control programs, including overseeing biennial inventory for BETS (as Department Equipment Custodian).
In support of Fleet program, drives university vehicles.
Plans for physical plant rehabilitation and renovation.
Recommends change to policies which affect the assigned unit(s).
Administrative Support for Technical Teams and Unit Priorities
Prepares short‑ and long‑range planning for administrative services operations and improvements to processes.
Assigns resources and ensures direct and indirect support to technical teams.
Directs application programming priorities in consultation with senior management team, campus IT and UCOP priorities.
Collaborates with senior management and subject matter experts to provide project management, communications, training, and other programmatic support to achieve department goals.
Staff Development
Works on professional committees and assignments, participates in professional training and attends relevant conferences, and/or is mentored or coached on a formal or informal basis.
Other / Required Campus Training
Completes and maintains compliance on campus/systemwide training requirements, as well as any training necessary per role.
Emergency Support
In a campus wide disaster, serve as a key member of the EH&S Emergency Support Function (ESF) or Emergency Operations Center (EOC). This is part of the campus Emergency Management‑Hazardous Materials program, and EH&S is identified as one of the several essential service units that may be mobilized to support the campus EOC.
Required Qualifications
Broad knowledge of and/or can quickly learn the organization's processes, protocols and procedures with a focus on budget, account and fund management.
Demonstrated knowledge of financial analysis and reporting techniques, risk management planning, and/or accounting and payroll.
Broad knowledge of information technology to manage IT staff.
Excellent interpersonal skills to effectively lead, motivate and influence others and develop and maintain high standards of customer service.
Skills to work collaboratively with other departments or organizational units, and non‑campus clients.
Demonstrated management and conflict resolution skills.
Strong verbal and written communication skills; ability to influence/persuade all levels of staff.
Skills in organization and customer service to effectively manage multiple important priorities.
Proven skills to quickly evaluate complex issues and identify preferred options for resolution.
Proven ability to organize department work functions in an efficient and effective manner.
Broad knowledge of and/or can quickly learn common organization‑specific and other computer application programs.
Demonstrates a desire to promote diversity, equity, inclusion and belonging, to establish and maintain positive and effective working relationships throughout the organization and with outside constituencies.
Bachelor's degree in related area and/or equivalent experience/training.
Preferred Qualifications
Experience in management position.
Familiarity with UC systems, including CalPlanning, CalAnswers, BFS, BearBuy, IS&T Telecom Service Catalog, UCPath, ServiceNow/ServiceHub, Facilities Services work order system, Berkeley Equipment Tracking System (BETS) and other campus services systems.
Salary & Benefits This is a 100% full‑time (40 hrs a week) exempt career position, which is paid monthly and eligible for UC 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. The budgeted salary or hourly range that the University reasonably expects to pay for this position is $130,000.00 - $165,000.00 commensurate with experience.
How To Apply
To apply, please submit your resume and cover letter.
Driving Required
A valid driver's license and DMV check for driving record is required.
Diversity Statement Please include, as part of your application a brief (1-2 paragraph) statement on your contributions to diversity, equity, inclusion, and belonging in your professional experience. Advancing diversity, equity, and inclusion are fundamental to our UC Berkeley Principles of Community, which states that “every member of the UC Berkeley community has a role in sustaining a safe, caring, and humane environment in which these values can thrive.”
Other Information
This is not a visa opportunity.
Hybrid arrangements will be available, pending staffing considerations (up to 40%).
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 Affine Action in the Workplace policy.
Application Link 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=63466&PostingSeq=1
#J-18808-Ljbffr
Departmental Overview The Office of Environment, Health & Safety's (EH&S) mission is to provide guidance and services to the campus community that promote health, safety, and environmental stewardship. EH&S is a highly dynamic, fast‑paced, committed organization focused on promoting workplace safety and environmental protection for the campus community. We are comprised of many scientific, technical, and administrative professionals, working in an evolving, learning, and sometimes challenging environment with a unified goal of supporting the University's mission of teaching, research and public service. EH&S strives to be an inclusive, service‑oriented, and operationally excellent organization and is seeking highly motivated individuals who want to learn, be creative, seek continuous competency development, and contribute to our mission.
Position Summary Reporting to the Executive Director, the Administrative Services Manager (ASM) serves as the EH&S Finance Director, and manages administrative functions within EH&S, including budgetary financial management, business operations, IT systems, facilities/equipment, fleet, MOUs, and supporting technical teams in communications, project management and training development. The ASM manages a team of administrative staff who provide direct support to EH&S colleagues, and works in partnership with senior management to achieve goals of the department.
Application Review Date First Review Date: 01/22/2024.
Responsibilities Develop and implement administrative programs and processes in alignment with the department priorities and goals. Conducts analysis of each area's effectiveness, and develops corresponding programs/processes for area lead's implementation. Maintains knowledge of campus and systemwide policies, procedures and regulations, including making recommendations for changes based on interpretations and principles of professional practices.
Provides Oversight And Leadership In Designated Administrative Operations, Including
Financial & Budget Oversight
Purchasing and Vendor Management
Systems Infrastructure
Office Management & Facilities Oversight
Administrative Support for the department, department's technical teams, and programs.
As part of the EH&S Senior Management Team, may establish and recommend changes to policies that affect the organization.
Finance & Budget Oversight
Serves as EH&S Finance Director for the department, directing analysts who provide direct budget updates to Director and Managers
Directs analysts to provide required reports and updates to division
Ensures analysts meet division and campus deadlines for budget proposals and other associated requests
Develops and monitors operational and budget processes, staff FTE, and finance.
Develops comprehensive financial and trend analysis, and recommends and allocates resources to specific programs and department activities.
Identifies budgetary strategies, underutilized resources, and cost control methods.
Develops and prepares budgets and financial reports for grants, general appropriations, endowments and other funds.
Directs recharge program through subordinate staff.
Responsible for implementation and negotiation of financial partnerships and MOUs.
Vendor management and purchasing oversight.
Supports procurement of products and services, including contract management process.
Systems Infrastructure
Manages systems and procedures to protect departmental assets.
Oversees administration of information systems hardware, operating systems, and network management.
Office Management & Facilities Oversight
Ensures staff fulfills requirements in relation to on‑site administration, and campus practices and procedures in the areas of fleet management, access control, and telecom.
Ensures department and campus inventory control programs, including overseeing biennial inventory for BETS (as Department Equipment Custodian).
In support of Fleet program, drives university vehicles.
Plans for physical plant rehabilitation and renovation.
Recommends change to policies which affect the assigned unit(s).
Administrative Support for Technical Teams and Unit Priorities
Prepares short‑ and long‑range planning for administrative services operations and improvements to processes.
Assigns resources and ensures direct and indirect support to technical teams.
Directs application programming priorities in consultation with senior management team, campus IT and UCOP priorities.
Collaborates with senior management and subject matter experts to provide project management, communications, training, and other programmatic support to achieve department goals.
Staff Development
Works on professional committees and assignments, participates in professional training and attends relevant conferences, and/or is mentored or coached on a formal or informal basis.
Other / Required Campus Training
Completes and maintains compliance on campus/systemwide training requirements, as well as any training necessary per role.
Emergency Support
In a campus wide disaster, serve as a key member of the EH&S Emergency Support Function (ESF) or Emergency Operations Center (EOC). This is part of the campus Emergency Management‑Hazardous Materials program, and EH&S is identified as one of the several essential service units that may be mobilized to support the campus EOC.
Required Qualifications
Broad knowledge of and/or can quickly learn the organization's processes, protocols and procedures with a focus on budget, account and fund management.
Demonstrated knowledge of financial analysis and reporting techniques, risk management planning, and/or accounting and payroll.
Broad knowledge of information technology to manage IT staff.
Excellent interpersonal skills to effectively lead, motivate and influence others and develop and maintain high standards of customer service.
Skills to work collaboratively with other departments or organizational units, and non‑campus clients.
Demonstrated management and conflict resolution skills.
Strong verbal and written communication skills; ability to influence/persuade all levels of staff.
Skills in organization and customer service to effectively manage multiple important priorities.
Proven skills to quickly evaluate complex issues and identify preferred options for resolution.
Proven ability to organize department work functions in an efficient and effective manner.
Broad knowledge of and/or can quickly learn common organization‑specific and other computer application programs.
Demonstrates a desire to promote diversity, equity, inclusion and belonging, to establish and maintain positive and effective working relationships throughout the organization and with outside constituencies.
Bachelor's degree in related area and/or equivalent experience/training.
Preferred Qualifications
Experience in management position.
Familiarity with UC systems, including CalPlanning, CalAnswers, BFS, BearBuy, IS&T Telecom Service Catalog, UCPath, ServiceNow/ServiceHub, Facilities Services work order system, Berkeley Equipment Tracking System (BETS) and other campus services systems.
Salary & Benefits This is a 100% full‑time (40 hrs a week) exempt career position, which is paid monthly and eligible for UC 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. The budgeted salary or hourly range that the University reasonably expects to pay for this position is $130,000.00 - $165,000.00 commensurate with experience.
How To Apply
To apply, please submit your resume and cover letter.
Driving Required
A valid driver's license and DMV check for driving record is required.
Diversity Statement Please include, as part of your application a brief (1-2 paragraph) statement on your contributions to diversity, equity, inclusion, and belonging in your professional experience. Advancing diversity, equity, and inclusion are fundamental to our UC Berkeley Principles of Community, which states that “every member of the UC Berkeley community has a role in sustaining a safe, caring, and humane environment in which these values can thrive.”
Other Information
This is not a visa opportunity.
Hybrid arrangements will be available, pending staffing considerations (up to 40%).
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 Affine Action in the Workplace policy.
Application Link 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=63466&PostingSeq=1
#J-18808-Ljbffr