Job Requisition Number: 26648. 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.
The Office Manager position will oversee the day-to-day administrative functions for the Physics Department’s front office, providing support to various departmental units and managing the general administrative services for the department. Working under general supervision, this position is responsible for supporting senior leadership by planning, organizing, and implementing programs and functions designed to drive and reinforce the department’s process improvement oriented culture. This work involves performing administrative services and managing general operations, including subordinate staff. Administrative services includes activities in finance, facilities, space planning, human resources, communications, and IT.
Administrative Operations: •Oversees general office administrative operations, including reception, mail services, equipment, facilities and space use. •Coordinates daily activities, resolve scheduling issues including sensitive and complex conflicts, reserves rooms; updates departmental and university calendars. •Supervises a small staff of support student workers; recruit, hire, train, schedule and evaluate work performance. •Oversee supply requisition and purchase reconciliation, travel & entertainment reimbursement processing, course evaluation record-keeping, and space and resource reservation management. •Manages purchasing and stocking of administrative and related operational supplies. •Orient guests and visitors with resources necessary to provide efficient and necessary levels of support and/or assistance. •Maintains common areas and ensure resources are identified and allocated to maximize accessibility and functionality.
Confidential Support to the Department Chair, Director of Administration, and Deputy Director of Administration: •Applies discretion and knowledge of set priorities to manage information flow; •Independently triages and responds to correspondence on behalf of Chair and drafts non-routine and confidential correspondence. •Coordinates appointment requests. •Maintains the Chair’s Calendars. •Oversees preparation of materials for meetings. •Prepare, edit, and/or review materials on behalf of the Chair, often of a confidential nature. •Coordinates reimbursement and initiate funding transactions as appropriate. •Coordinates requests.
Event Planning & Management: •Planning and managing department speakers and lecturer series, seasonal departmental events, and student activities. •Review event plans, scope and logistics, coordinate accordingly based on consultation with appropriate academic and non-academic staff and leadership; •Identify and manage all vendors, negotiate and secure contracts, permits and certificates of insurance in accordance with campus and Risk Management Services •Ensure events are executed within allotted budget and meet all deadlines associated with the event •Communicates frequently, promptly, clearly, completely, and succinctly with vendors, clients, colleagues and other internal stakeholders. •Provides excellent customer support to assure good working relationships with internal and external clients. •Maintain effective and ongoing relationships with vendors, campus departments, colleagues, and other constituents. •Provides support to event speakers, donors, campus officials, colleagues and guests in advance of and on-site at events. •Develops itineraries, coordinate meetings, verify schedules, resolve related logistical issues including travel, room, and entertainment. •Plans, researches, identifies and visit appropriate venues, including, but not limited to the College or Campus, as well as off-site venues such as hotels, private clubs, museums, wineries, corporate facilities, and private homes, as necessary. •Determines and coordinate staffing needs •Coordinates and manage reimbursement and appropriate payments.
Operational Support: •Administers defined operational activities in support of various programs and strategic initiatives involving the following functions: finance, facilities, space planning, human resources, communications, and IT. •Gathers and analyzes financial and other resource data to aid in the analyses of operational activities, including current and proposed services, etc. •Functions as a resource on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns. •Participates in the development and revision of standard operating procedures and guidelines. •Supports development and maintenance of budgets related to office administration and operations. •Develops and maintains departmental databases and aids in the oversight, tracking, and routing of activities related to UCPath.
Process Improvement and Training: •Plans, organizes and conducts administrative studies of new and existing programs, processes, and special projects including, but not limited to, matters related to proposed organizational policies and procedures. •Provides guidance to supervisors and managers in developing functional process improvement and leveraging related resources to support strategic initiatives. •Participates on committees to develop and implement new work tools such as a department intranet or requisition system. •Provides department-wide technical training on administrative process and resources.•Working knowledge or demonstrated ability to learn of common campus-specific and other computer application programs. •Solid communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing. •Solid organizational skills and ability to multi-task with demanding timeframes; ability to work effectively under pressure and to prioritize multiple assignments in an environment of interruptions, change and competing demands •General knowledge of office administration procedures and activities •Strong understanding of management analysis and planning principles, concepts and tools •Ability to use discretion and maintain confidentiality. •Ability to use sound judgment in responding to issues and concerns. •Experience in event and logistical planning and project management •Active listening, critical thinking, persuasiveness, advising and counseling skills •Strong computer skills and demonstrated ability in business applications, database administration, email programs •Demonstrated ability to anticipate timeline conflicts and develop a logical, orderly and sensitive approach to solving administrative problems •Strong analytical ability and capacity to develop creative viable solutions to business problems. •Ability to develop and evaluate training and orientation materials
Education/Training: •Bachelor’s degree in related area and/or equivalent experience/training
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