Department Coordinator and Financial Support (4628U) 18926

San Francisco
Jun 01, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution

Department Coordinator and Financial Support (4628U) 18926 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: June 7, 2021

Departmental Overview

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.


Advanced Financial Services duties:
  • Applies campus, UC, state, and federal policies and regulations to address a range of issues such as regulatory compliance and risk management. Working with the manager, helps assess, recommend, and implement changes to ensure financial and procurement processes remain compliant with federal and state requirements and internal financial/audit policies and that daily operations run smoothly.
  • Participates in moderately complex reviews of department and related ORU financial processes and recommends changes as needed. Ensures that the appropriate internal controls are addressed, maintained and strengthened to protect University resources. Advises faculty, staff, and other department members on UC risk policy as relates to financial transactions.
  • Provides guidance to less experienced team members on financial processing functions which may include purchasing, recharge billing, travel & entertainment, gift accounting.
  • Provides streamlined financial services support to the three ORUs affiliated with Astronomy: Radio Astronomy Lab, Theoretical Astrophysics Center, Center for Integrative Planetary Science.

Routine Financial Services duties:
  • Applies financial services concepts to resolve issues, and prepare business process procedures and policy recommendations as the primary point of contact for all financial services related to reimbursements, procurement, recharge, accounts payable, receivables, lab equipment tracking, blanket accounts, and other contract agreements. This may include: researching and negotiating complex procurement such as lab equipment orders, submitting conference registrations, managing software accounts, or helping with page charges.
  • Independently reviews and investigates payroll and expense discrepancies. Working with financial analyst, often implements corrective measures such as direct retros and funding entries in UCPath and journals in BFS.
  • Processes recharge transactions.
  • Serves as equipment custodian, ensuring all equipment purchased has proper documentation, is tracked in BETS and meets the tests of reasonableness, etc.
  • Documents procedures for financial activities.

Space and Visitor Coordinator duties:
  • Provides travel and lodging support for short term visitors such as colloquium and talk series speakers.
  • Assists visiting scholars with department orientation and coordinates with BRS to assure smooth visitor experience.
  • Handles short term space requests and supports routine catering orders as needed.
  • Processes access requests and manages building key cards and metal keys.
  • Coordinates logistics of building space allocation (offices, open work spaces, labs). Provides building occupancy updates to manager.

Professional development:
  • Maintains proficiency through job function related campus training and participates in communities of practice or functional peer groups.

Serves as Alternate Building Coordinator:
  • Monitors and tracks building issues, reviews and approves work requests, submits and follows up on grounds, custodial, and other Physical Plant service requests, including tracking completion of work orders, billing, and ongoing status.
  • Assesses building maintenance issues, with special attention to issues that affect critical research programs and laboratories, i.e., lab safety, fire safety, etc.
  • Serves as the Department Safety Coordinator and reviews and provides guidance to building occupants on accident prevention (IIPP) and emergency response (BEP) as required by UC standards and policies. Represents Astronomy during relevant safety committee meetings.

Required Qualifications
  • Thorough knowledge of financial processes, policies and procedures.
  • Thorough knowledge of financial data management and reporting systems.
  • Strong proficiency in the use of spreadsheet and database software.
  • Strong interpersonal skills, analytical skills, service orientation, active listening, critical thinking, attention to detail, ability to multi-task in a high-volume environment, organizational skills, effective verbal and written communication skills, sound judgment and decision making; ability to develop original ideas to solve problems.
  • Ability to function effectively as a member of a team.
  • Ability to adapt to changing priorities.
  • Thorough knowledge and understanding of internal control practices and their impact on protecting University resources.
  • Thorough knowledge of or can quickly learn campus travel processes, policies and procedures.
  • Bachelor's degree in related area and / or equivalent experience / training.

Preferred Qualifications
  • Leadership skills to provide guidance, coaching and mentoring to professional and support staff.

Salary & Benefits

This is a monthly paid (exempt) position. Annual salary will be 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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