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Application Review Date The First Review Date for this job is: 5/3/19
Departmental Overview The Marvell Nanofabrication Laboratory (NanoLab) is an interdisciplinary recharge facility whose primary goals are to foster research and education in the areas of semiconductor manufacturing, nanofabrication techniques and interdisciplinary application of microfabrication. The Cory Hall Machine Shop recharge facility provides custom mechanical and facilities support for the NanoLab and for faculty research laboratories and support spaces throughout the College of Engineering (COENG). The Machine Shop supports research and education facilities and equipment in the areas of integrated circuits and systems; micro/nanofabrication technologies for integrated microelectronics, optics and MEMS; and advanced materials design and development for a wide range of interdisciplinary applications. The Machine Shop provides siting, fit-up, design, fabrication, modification and repair of specialized precision instruments and specialized support systems within COE and to other campus and inter-campus departments.
Both the NanoLab and the Cory Hall Machine shop are separate recharge centers within COENG. This position is integral for successful operations of both recharge centers, serving as the primary point of contact for the NanoLab front office. Performance impacts the overall success of the research and educational goals for both recharge operations.
The Administrative Assistant position exists to provide comprehensive administrative support in the areas of front office management, customer service, new member intake processing, event planning, procurement, shipping and receiving. It includes providing high-level administrative and organizational support to the NanoLab's Executive Director and Administrative Manager.
This position will support 30+ technical, mechanical and engineering staff members of the NanoLab and the Cory Hall Machine Shop, in addition to 400+ active research and industrial lab members.
Responsibilities 45% Office Administration
Serve as front office contact, including reception and mail services, maintains common areas of front office, storage room environments as well as files, records and reference systems.
Provide excellent customer support to assure good working relationships with internal and external clients.
Independently assist laboratory members with a variety of questions relating to various policies and operating procedures.
Administer and process equipment qualification tests. Enter qualifications results into Mercury database on a daily basis.
Maintain and keep current NanoLab's Material Safety Data Sheets located at front desk and at laboratory entrance.
Independently responsible for implementation and management of BNLA member card key and locker program.
Maintain employee leave board for lab members, and prepare ticker announcement for special lab and/or office hours.
Prepare staff and student employee work schedule for fall, spring and summer.
Provide administrative support to NanoLab Executive Director as requested, which includes but is not limited to preparation of PowerPoint presentations, design and plot posters, design and frame show wafers.
Prepare correspondence and assist supervisor with a variety of general administrative requests.
Participate in SDH ERT Radio Test as part of monthly Building Emergency Safety preparedness.
15% Event Planning
In collaboration with the Executive Director and Admin Manager, the AAIII will: Review event plans, scope, and logistics to determine necessary vendors, venues, and logistics -- signage (directional, etc.), sign-up sheets, handouts and slideshows.
Event organization and planning to include: research and identify event locations and vendors, catering and room reservations, coordinate parking and/or travel accommodations, prepare meeting and travel itineraries.
Design and create special event/guest speaker announcements and flyers for distribution/posting.
Ensures smooth-running, effective events, to include: successfully recognizing and resolving potential and real problems in a timely manner using tact, sensitivity, discretion and political acumen.
Demonstrate tact, diplomacy, and sensitivity as needed.
Distribute or mail parking passes to visitors/vendors as requested via parking e-mail.
Maintain parking permit and card-key logs.
Schedule and prepare agenda for monthly NanoLab Safety Orientation, send out invitations and reminder notices to participants.
15% Shipping and Receiving
Ensure that orders received are complete and inspected for damage. Determine when claims against freight companies are appropriate and initiates claims.
Distribute non-inventory items to engineer and technical staff as specified on purchase order.
Prepare Federal Express shipments, ensure proper packaging of delicate instruments, maintain log of incoming/outgoing packages; charge lab member accounts for shipping charges when appropriate; ensure correct COA is charged for outgoing shipments.
Following BFSv9 guidelines, incumbent is responsible for on-line receiving of all purchase orders for the NanoLab (quantity receipts entered into BearBuy).
Strict attention to detail is required as vendor is paid once receiving is performed, and the Procurement Manager is informed of equipment received.
15% Stockroom Inventory Control and Procurement
Monitor stockroom inventory to ensure lab members are checking items out of the stockroom as appropriate.
Check-out precious metal and other stockroom inventory items to lab member accounts as requested and record in Mercury database on a daily basis.
Check-in and distribute inventory items as described under inventory control.
Incumbent provides procurement services backup support for Machine Shop and NanoLab for procurement of lab and shop materials, inventory items, office supplies and other procurement services as assigned by procurement and/or admin manager.
Prepares requisitions for equipment repair parts and equipment services; obtains and submits competitive bids and source justifications to Procurement Manager when required.
Reconciles procurement card transactions in BFSv9 within the 15-day staging period. Obtain approver signature on all transactions.
Adhere to all BluCard procedures and policies and stay current with BluCard policy changes.
10% Travel and Entertainment, IOC, Direct Vouchers
Advise travelers of policy and procedural requirements, including proper receipt documentation, per diem and mileage rates and proper completion of reimbursement forms.
Review reimbursement and entertainment requests for the NanoLab to ensure that all submissions meet the necessary requirements and policies. If determined appropriate, prepare and submit for review in a timely manner.
Prepare Interdepartmental Order Charges (IOC) for various campus services.
Process travel and entertainment requests to ensure that all submissions meet the necessary requirements and policies. Submit for review in a timely manner.
Review and interpret University travel policies as applicable to specific cases.
Maintain electronic files of signed IOCs, Travel and Entertainment vouchers, as well as catering invoices.
Excellent customer service.
Ability to work cooperatively in a diverse environment that includes 400+ laboratory members, technical engineers and scientific researchers.
Detailed oriented, able to multitask and meet deadlines, in a fast-paced environment.
Demonstrate ability to communicate clearly and succinctly, both in verbal and written communications, and practice diplomacy.
Creative with limited resources.
Thorough knowledge of event and logistical planning and/or project management activities.
Demonstrate excellent judgment. Troubleshoot proactively and resolve unexpected challenges quickly, making thoughtful decisions in a professional and timely manner
Proficient in the use of Microsoft Office and common desktop web applications.
Possess a comprehensive knowledge of university shipping and receiving, and inventory control rules and regulations.
Must be able to work Monday through Friday 8am - 5pm.
Reliable attendance is essential.
Working knowledge of common campus-specific and other computer application programs.
Working knowledge of a large campus environment - vision, mission, programs, policies, achievements and infrastructure.
Experience with UCB Policies (Entertainment, Purchasing, Event, Risk Management).
Salary & Benefits 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.
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