Job Requisition Number: 27361. The Department of Astronomy offers undergraduate and graduate instruction in a wide variety of fields, including theoretical and observational astrophysics; infrared, optical, and radio astronomy; galactic structure and dynamics of stellar systems; high-energy astrophysics and cosmology; and spectroscopy. A considerable amount of research and teaching related to astronomy is done in other units at Berkeley, including the Space Science Laboratory, Lawrence Berkeley Laboratory, and the Physics Department. Various professors in the Chemistry, Earth and Planetary Science, Mathematics, Statistics, and Engineering departments have an active interest in astronomy and are available for consultation.
Operations: •Oversees all aspects of department business. •Supervises department administrative staff; delegates tasks and responsibilities to appropriate administrative support person or unit. •Implements and continuously maintains department’s operational infrastructure of systems, processes, and personnel to accommodate the programmatic objectives and the growing number of research teams and activities. •Participates in the development and revision of standard operating procedures and guidelines for staff and department affiliates as Astronomy continues to expand and evolve. •Represents the department to the campus community. •Liaises with other MPS managers to discuss and strategize on divisional matters. •Partners with and supports the department Chair in areas of strategic planning, budgeting, outreach, department climate, staffing, academic recruitment, etc. Attends manager/Chair/Dean meetings as needed. •Works closely with Chair, faculty, postdocs, and students to problem-solve issues related to Department life •Oversees summer course planning, hiring, and budgeting.
Finance + Budget: •Responsible for the development and preparation of budget(s) and financial reports for department appropriations, endowments and other funds. •Maintains close working relationship with the divisional Budget Officer. •Consults with and advises Financial & Grants Analysts supporting Astronomy and ORUs to ensure budget projections are on track and that necessary adjustments are made to avoid overdrafts or other funding issues for PIs •Prepares for and attends annual budget hearing with department Chair, divisional Budget Officer and Dean. •Participates in the annual budget process – reviews, plans, and submits departmental budget, including Cal Planning and HCP entries, budget narrative, and balance reports. •TAS – with input from department Chair and Academic Advisor, develops and submits the annual TAS budget request and narrative. Once received, manages the annual allocation, monitoring hiring and spending to ensure proper spending and that no deficit is incurred. •Recharge – manages the monthly processing of internal recharge fees. Reviews for accuracy and uploads journals into BFS, processes corrections, and ensures compliance with campus recharge policy. •Fiscal close – responsible for reviewing department ledgers to research and resolve any outstanding deficits or other financial issues at the department level, including faculty salary allocation, faculty discretionary funds and any ORU funding at the VCR level. •Revenue – researches, develops, and implements revenue generating programs to increase funding for core operations, e.g., summer sessions course and concurrent enrollment offerings, UNEX online course, fundraising, etc.
Human Resources: •Maintains broad understanding of campus HR policies, particularly non-senate academic and staff hiring and grievance policies. •Researches and provides HR solutions to PIs needing assistance with hiring lab staff and researchers •Provides HR support to bridge regional service gaps, including: submitting initial hiring requests, confirming funding, providing backup documentation, and obtaining approvals and signatures. •Follows up with external units to ensure academic recruitments, reviews, and personnel cases are managed in a timely fashion. •Approves staff CalTime reports and any requests for vacation time. •Reviews staff performance and submits annual evaluations; champions staff development and identifies areas for improvement and growth.
Support: •Provides ongoing administrative oversight to business operations such as HR, event/speaker series planning, annual reports, and finance. •Liaises with ORU directors, financial analysts and research administrators to manage ORU budgets. •Attends VCR manager meetings as needed.
Facilities: •Sets policy and enforcement for building access requests; works with UCPD to develop access groupings and building lock schedules. •Oversees policy and approvals for building use requests, both internal and external. •Manages partnership with campus classroom scheduling for use of large 131 classroom. •Schedules events held in Campbell Hall.
Staff IT: •Provides oversight of staff IT needs, including workstation needs and updates, new computer requests, ergonomic assessments, telecom orders, etc. •As supervisor, approves and follows up on requests to campus IT.
Student Services: •Supervises and provides peripheral support to department Academic Advisor, e.g., managing grad student funding, TAS hiring, commencement, outreach.•Broad knowledge or ability to learn of campus processes, protocols and procedures with heavy focus on budget, account and fund management; personnel management, (including labor contracts) and personnel (both staff and academic) policy. •Thorough knowledge of financial analysis and reporting techniques. •Broad and applicable knowledge of contracts and grants management. •Broad knowledge of human resources and risk management planning and corresponding accounting and payroll. •Demonstrated experience or equivalent using common campus-specific and other computer application programs (Cal Answers, BFS, SIS, HCM, UC Path, Phoebe). •Excellent interpersonal skills and political acumen, as characterized by the appropriate use of tact, good judgment, diplomacy, and the ability to work collaboratively. •Proven ability to organize department work functions in an efficient and effective manner. •Skills to work collaboratively with other campus departments. •Demonstrated management and conflict resolution skills to effectively lead and motivate others. •Proven skills to quickly evaluate complex issues and identify multiple options for resolution. •Skills in organization and customer service to effectively manage multiple important priorities. •Strong verbal and written communication skills; ability to influence/persuade all levels of staff. •Knowledge of facilities and space planning. •Familiarity with recharge operations. •Familiarity with academic personnel policies and procedures (recruitment, review/advancement, sabbaticals, etc).
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.