Job Requisition Number: 26197. The CITRIS Administrative Officer plays a critical role in the successful day-to-day operation of CITRIS and provides support for the Institute Director, Program/Campus Directors, faculty, and staff to ensure the success of the institute and its research and development projects and activities.
With support from industry and private gifts, the State of California has invested in the establishment of four Governor Gray Davis Institutes for Science and Innovation (GGDISI). As one of these institutes, the Center for Information Technology Research in the Interest of Society (CITRIS) is a $840 M university, industry, and government partnership charged with having, through its research in information technology, a highly-visible, profound impact on the quality of life of the people, the growth of California-based industry, and the improved effectiveness of many agencies of the State.
CITRIS is a four-campus institute comprising the Berkeley, Davis, Santa Cruz, and Merced campuses of the University of California. In addition to the Colleges of Engineering on these campuses, numerous other academic departments (e.g., The Information School, the School of Architecture, Boalt School of Law, the Haas School of Business and many others) are involved in the research of the Institute. Berkeley is the lead campus for the institute and all operational, administrative, and financial matters for the Institute are provided or coordinated from that campus.
This position provides a high level of administrative and financial support and project management to the CITRIS Director, CITRIS Deputy Director, Director of Finance and Administration and the Program Directors. The position requires balancing multiple, often simultaneous, activities and the ability to prioritize work to ensure that tasks are completed on time. The position also requires a high level of professionalism, strong interpersonal and communication skills, the ability to support and work in a dynamic environment and a high degree of personal ownership to ensure quality work products are delivered and support activities are performed.
50% Financial Operations: •Applies professional financial and accounting concepts to independently perform analyses of moderately complex financial services across four UC campuses. Documents processes and procedures for financial activities. Assists with researching, developing and implementing new and changing business processes. •Under minimal supervision, researches and gathers information from a variety of sources; prepares and summarize information and reports relative to new and ongoing services, regulatory compliance issues and/or vendor selection and support activities. •Responsible for ensuring that financial processing functions including Accounts Payable, Accounts Receivable, Payroll, and Collections are performed with accuracy and that daily operations run smoothly. •Participates in audits of internal records and prepares recommendations for changes in procedures as needed. Reads professional literature to understand regulations and best practices concerning financial accounting and services to ensure compliance of all applicable governmental rules and regulations.
30% Operations and Programmatic Administration: •Supports all aspects of the institute’s administration, operations and research activities which may include finance, facilities, payroll, student services, communications or safety. •Supports the Program Directors with facilitation and project management of research proposals as the subject matter expert and liaison with Research Administration. •Participates in the development and revision of standard operating procedures and guidelines for all matters related to the Institute. •Assists in activities and logistics for Program Directors during workshops. •Coordinates CITRIS Advisory Board meetings. •Coordinates Program Advisory Board meetings. •Represents the Institute and serves as a liaison for visitors to the Institute by providing support in the area of office space, lodging assistance, reimbursements, visas, parking and other logistics. •Helps establish and maintain CITRIS contact database (Salesforce).
15% Executive Office Administration: •Assists Director of Finance and Administration to ensure daily administrative operations run smoothly for the executive offices. •Provides professional and administrative support to the center senior personnel. •Maintains Institute Director’s calendar, reviews and routes, as appropriate, incoming mail, when needed. •Prepares reimbursement documents. •Maintains office equipment as necessary, orders consumable office supplies as needed using BEAR BUY; prepares federal express mailings and send faxes as needed; and coordinates any other purchasing services with the appropriate Shared Services businesses services unit. •Performs advanced word processing and desktop publishing and prepares and edits documents, including reports, memos, letters, and electronic mail, with Microsoft Office applications and other software programs.
5% Other duties as assigned.•Demonstrated skills to communicate effectively with all levels of faculty, staff, and visitors both verbally and in writing. •Solid organizational skills and ability to multi-task to meet demanding timeframes and changing priorities. •Ability to use discretion and maintain confidentiality. •Ability to use sound judgment in responding to issues and concerns. •Ability to prioritize work assignments. •Ability to work efficiently and ensure timely delivery of work products. •Customer service orientation. •Ability to work independently and work as a team. •Experience with MS Office Suite (Word, Excel, Powerpoint, Visio) and database (CRM) programs such as Salesforce. •Advanced word processing knowledge including mail merge, imbedded citations, and graphics. •Must be a self-starter and exhibit initiative to proactively identify areas of need. •Ability to interpret written policies as needed.
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.