Program Coordinator (7377U) -

San Francisco
Jul 24, 2019
Institution Type
Four-Year Institution

Program Coordinator (7377U) -
About Berkeley
The University of California, Berkeley, is one of the world's most iconic teaching and research institutions. Since 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world. Berkeley's culture of openness, freedom and acceptance—academic and artistic, political and cultural—make it a very special place for students, faculty and staff.

Berkeley is committed to hiring and developing staff who want to work in a high performing culture that supports the outstanding work of our faculty and students. In deciding whether to apply for a staff position at Berkeley, candidates are strongly encouraged to consider the alignment of the Berkeley Workplace Culture with their potential for success at

Application Review Date
The First Review Date for this job is: June 24, 2019

Departmental Overview
The Department of Chemistry has consistently produced leaders in analytical, inorganic, organic, nuclear, physical and theoretical chemistry. We now lead exploration at the frontiers of knowledge in such areas as biophysical, materials, and atmospheric chemistry, as well as the burgeoning fields of chemical biology and nanoscience.

The Lab Manager will manage and supervise all facets of the administrative and laboratory services, and general business operations for a senior research Professor in the Department of Chemistry at the University of California, Berkeley, and Senior Scientist at LBNL.

Fiscal/Extramural Management:
  • Liaison to the College of Chemistry Financial Services Unit and Lawrence Berkeley National Laboratory Financial Office.
  • Formulate annual operating budgets including spending projections.
  • Audit and analyze financial report and forecast expenses to ensure Principal Investigator meets financial obligations of the research group.
  • Integrate UCB and LBNL reports to create current and accurate comprehensive financial picture to ensure financial integrity. Anticipate and resolve operational, fiscal or other discrepancies.
  • Oversee the post-award administration of grants, contracts, and agreements.
  • Ensure the terms and conditions of all awards are met and manage funds in compliance with University, LBNL, DOE, federal and state policies and regulations.
  • Confer with Sponsored Projects Office (SPO), College of Chemistry Financial Services and LBNL on terms and conditions of awards, budget augmentation, project period and award extension.
  • Ensure financial integrity of research funds by regularly reviewing expenditures and comparing to budget and ensuring funds are not in overdraft.
  • Determine how funds can be used optimally.
  • Analyze expenses, develop cost projections, and provide financial tracking to fulfill reporting requirements to agencies.
  • Reviews blanket purchase orders and comparing tracking worksheets to general ledger postings.
  • Develop, implement, and maintain internal group operating policies and procedures for operation of research, and to comply with federal, state, private grant agency rules and regulations.
  • Allocate resource levels according to project funding. Review all grant assignments for resources and equipment.

    Contract and Grant Development, Preparation and Reporting:
  • Facilitate the pre-proposal preparation process compliance with UCB, LBNL and agency announcements, policies, restrictions and deliverables.
  • Interpret and analyze agency proposal format, content, budgetary components, and funding guidelines.
  • Coordinate and author non-scientific and budget section of grants.
  • Organize scientific staff for authoring scientific sections of all grants and fellowship proposals.
  • Prepare for final submission (.e., editorial review of documents).
  • Coordinate submission with proposal coordinator and SPO.
  • Liaison between PI, SPO and funding agency to oversee the establishment, negotiation and administration of grants, contracts and subcontracts and the implementation of consultant agreements in coordination with the Financial Services Office.
  • Resolve any problems or discrepancies that may include providing of technical reports, research summaries, annual and final reports, additional financial reports, and invoice back-up.
  • Anticipate requirements for additional funding and investigate possibilities.
  • Maintain schedule of agency submission and reporting deadlines.
  • Provide assistance to pre-doctoral and post-doctoral researchers with fellowship applications.
  • Review applications for accuracy. Coordinate submissions through proposal coordinator and SPO.

    Personnel Management:
  • Oversee the human resource activities (hiring, termination, change of status, etc.) of the research group personnel with the P.I., the Business Office, respective academic and staff payroll offices, UCB, LBNL, and satellite institutions administrators.
  • Ensure proper documentation is obtained for foreign visitors/researchers on visa and work permit applications.
  • Obtain visa and work permit applications for international researchers.
  • Establish, implement, and maintain the group's application and interview process for orienting and hiring of postdoctoral scientists and visiting scientists, graduate student researchers, and undergraduate students, ensuring compliance with the policies and procedures of UCB, LBNL, and federal regulations.
  • Establish, implement, and maintain the group's termination process and compliance of postdoctoral scientists and visiting scientists, graduate student researchers, and undergraduate students ensuring compliance with the policies and procedures of UCB, and LBNL.
  • Coordinate with the entities at LBNL and UCB to establish intra-university transactions for personnel or fee-based services.

    Material and Facilities Management (Lab Management):
  • Work with the Business Office staff, Central Purchasing Department, and purchasing at UCB, and LBNL to coordinate the research group's ordering and delivery of all supplies, equipment and services, selecting local, campus or outside vendors.
  • Define procedures for ordering and delivery of all supplies, equipment, and services using local campus sources and outside vendors.
  • Evaluate purchasing options and institute practices based on the most economical and effective use of funds.
  • Meet with vendors and negotiate special pricing for lab supplies and equipment.
  • Administer the shared computing resources of the PI's research group.
  • Analyze, acquire and maintain hardware, software, and network resources to keep laboratory computers, printers, and copy machine up-to-date and running efficiently.
  • Analyze hardware and software upgrades and acquire upgrades to keep research group up-to-date and performing efficiently.
  • Arrange purchases of highly specialized, often custom-made equipment, and manage repair and maintenance of existing equipment by outside vendors.
  • Obtain price and availability quotes from outside vendors for supplies and equipment.
  • Manage equipment maintenance agreements and warranty repairs.
  • Work with research group to ensure materials are on hand for experiments.
  • Ensure systems are in place for fax orders, freight shipments, special handling orders, special software orders, and controlled substance licenses.
  • Identify laboratory's facilities problems, report problems, follow-up aggressively to ensure problems receive timely attention and are resolved to the P.I.'s satisfaction.
  • Responsible for ensuring that the laboratory is in compliance with campus, LBNL, city and state's safety regulations for handling and storing radiation, chemicals, etc.

    Program/Office Management:
  • Manage the business affairs of the office; develop operational procedures to ensure efficiency in the administrative office and laboratories.
  • Serve as primary office contact to broad range of organizations and liaison to UCB, and LBNL.
  • Keep P.I. appraised of significant issues, events, requests, problems, and deadlines.
  • Design databases, logs, and spreadsheets that facilitate efficient retrieval of a variety of information.
  • Edit and maintain P.I.'s publication list on NIH eRA Commons and PubMed.
  • In addition to the research group at UC Berkeley, there will be secondary locations or interactions as they relate to the Center, the incumbent will manage these centers, participate in contract negotiations, coordinate meetings via audio and videoconferencing, arrange for on-site meetings when necessary, coordinate travel between the institutions, become familiar with each institution's bureaucracy, and research intellectual property policies.
  • Coordinate scheduling of technical and administrative group meetings.
  • Review, submit and track patent disclosures from the group to LBNL and UCB.
  • Assess property management and conduct the annual equipment inventory for the research group including the removal of all outmoded or depreciated equipment.
  • Coordinate with all employees the preparation of presentations and technical drawings for proposals, seminars, examinations and final publications and development and maintenance of the database and storage for figures and other graphics.
  • Handle and coordinate all media interviews and coverage.

    Ad-hoc Duties:
  • Ad-hoc duties as assigned by Professor requiring high-level research and analytical skills i.e, writing and issuing a Request for Proposal (RFP) for publishing Professor's scientific videos and overseeing the negotiations of a contract with the publisher and the University.

    Off Site Office Management (including LBNL):
  • Expediently and effectively manage specialized administrative activities and information.
  • Exercising significant professional judgment and independent initiative, review and triage PI's incoming correspondence, determine their significance and plan for distribution. Interacts with all levels within Berkeley Lab, DOE, and other organizations.
  • Effectively and diplomatically communicate with all levels of management and scientific staff among internal LBNL and external institutions.
  • Assist as needed in managing the PI's calendar, initiating visitor arrangements, and preparing briefing materials for off and on-site meetings and events.
  • Apply advanced analytical skill to develop and recommend solutions to complex, non-routine problems.
  • Exercise sound professional judgment and discretion to quickly determine situations that should escalate.
  • Manage complex travel arrangements and detailed itineraries, prepare briefing materials, and address any necessary travel changes.

    Required Qualifications
  • Advanced skills in short and long term strategic planning, analysis and problem-solving.
  • Advanced skills to effectively prioritize and execute tasks and to coordinate complex projects.
  • Very strong ability to quickly evaluate complex issues and identify multiple options for resolution.
  • Advanced administrative knowledge and extensive experience including demonstrated ability to independently manage an administrative office with a broad spectrum of support services is required.
  • Ability to liaison with and integrate UCB, and LBNL rules, regulations, and procedures for budget, fund, personnel, grant, and facility management.
  • Advanced administrative experience managing an office and laboratory for a senior scientist in a research and academic environment with minimal supervision.
  • Advanced experience in budgeting, cost, and financial analysis.
  • Advanced experience in overall coordination and budget preparation for scientific and technical proposals for large, complex projects with subcontracting and collaborating institutions.
  • Demonstrated ability to interact effectively with scientific, management, technical, and other staff from academic, public, and private sector environments.
  • Possesses tact and diplomacy in all interactions.
  • Knowledge of current laboratory and office computer software and computer hardware with advanced skills in computer applications, including MS Office.
  • Ability to work independently, take initiative, and manage multiple high priorities.
  • Excellent organizational, group communication, verbal, and writing skills.

  • Bachelor's degree in related area and/or equivalent experience/training.

    Salary & Benefits
    This is an exempt, monthly paid position. Annual salary is commensurate with experience.

    For information on the comprehensive benefits package offered by the University visit:

    How to Apply
    Please submit your cover letter and resume as a single attachment when applying.

    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 see:
    For the complete University of California nondiscrimination and affirmative action policy see:

    To apply, visit

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