Administrative Assistant (7376U) 10421

San Francisco
Sep 03, 2020
Institution Type
Four-Year Institution

Administrative Assistant (7376U) 10421 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.

Application Review Date

The First Review Date for this job is: September 16, 2020

Departmental Overview

Physics is the largest department in the L&S Division of Mathematical and Physical Sciences. It is ranked as one of the top physics departments in the world, with excellence in research, teaching, and service to the community all highly valued. The department has 80 ladder and active emeriti faculty, 60 career and casual staff, and 300 lecturers, teaching assistants, readers, research personnel, postdocs, fellowship recipients, and visiting scholars. It enrolls 250 graduate students, 250 undergraduate majors, and over 7,000 students in its courses, many with laboratory sections. Its faculty fully participates in teaching and administration and conducts world-class research in campus, local, national, and international laboratories and sites; research activities require active financial arrangements with organizations such as Lawrence Berkeley National Lab. Physics manages 3 distinct campus buildings in its facilities complex with 240,000 assignable square feet, and it also houses and provides services to several research centers, the Physics Library, and multiple research Laboratories with varying physical environments. It has an active fundraising program.


Program and Human Resources Management:
  • Administers operations for multiple active research groups.
  • Coordinates payroll and human resources activity for research groups and submits action items to Campus, Physics, and LBNL, human resources.
  • Develops short- and long-range plans for the sustainable administration of lab research operations including, but not limited to, staffing, purchasing, and development.
  • Participates in the development and revision of standard operating procedures and guidelines as they apply to the lab operations.
  • Provides guidance to PIs in developing job descriptions, facilitating benefits communications, and providing guidance on compensation programs, personnel policies, and procedures.
  • Coordinate key outreach efforts and related activities.
  • Supporting the management and administration of group/center websites.

Contracts, Grants and Financial Management:
  • Represents the PIs' research group on financial matters.
  • Monitors contract and grant expenditures and reconciliation of funds.
  • Manages proposals as required by University, LBNL, and federal guidelines.
  • Develops and maintains budgets and financial records.
  • Using various systems, including Campus and LBNL financial systems, gathers and analyzes financial and other resource data; prepares reports or analyses of operational activities, evaluation of current and proposed services, etc.
  • Functions as a resource on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns.
  • Conducts trends analyses and helps develop resulting recommendations.
  • Develops and maintains budgets.
  • Work with Campus and LBNL to coordinate and prepare grants and proposals for submission.

Student and Visitor Coordination:
  • Serves as liaison for international visa processing between multiple units.
  • Assists with short-term housing, travel arrangements and reimbursements.
  • Assesses and recommends changes to maintain compliance with federal and state requirements and internal policies.

Required Qualifications
  • Working knowledge of, or ability to quickly learn, common campus-specific, LBNL specific, and other computer application programs (BFS, Bear Buy, CalTime, etc.)
  • Grant and Fund administration experience.
  • Communication and interpersonal skills to effectively communicate with all levels of staff, both verbally and in writing.
  • Organizational skills and ability to multi-task.
  • Ability to use discretion and maintain all confidentiality.
  • Ability to use sound judgment in responding to issues and concerns.
  • Financial management experience, including ability to develop reports, review data and formulate recommendations.
  • Demonstrated ability to prioritize work and meet deadlines.

Preferred Qualifications
  • Contracts experience.

Salary & Benefits

This is an hourly paid position, 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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