Faculty Support Administrator (4263C), Department of Chemistry - #89649

University of California; Berkeley (CA); In loco; USD 47.000 - 61.000; Tempo pieno

Descrizione del lavoro

The University of California, Berkeley Department of Chemistry seeks a Faculty Support Administrator to manage administrative services for research groups, covering finance, HR, travel, visa processing, and other duties essential to efficient operation. This non-exempt, full-time role provides critical support to faculty and students within a dynamic lab environment.

The position emphasizes compliance with university policies, coordination of appointments, and collaboration with senior staff to

Competenze

• Strong organizational and multitasking abilities with attention to detail.
• Solid communication and interpersonal skills for working with faculty and staff.
• Ability to maintain confidentiality and exercise discretion.
• Experience supporting research groups, budgets and HR processes.

Mansioni

• Submit hiring paperwork and appointment documentation for group members.
• Track group member appointments and reappointments.
• Coordinate visa and work permit applications for foreign researchers.
• Arrange domestic and foreign travel itineraries and reimbursements.
• Administer activities for postdocs, graduate students, visiting researchers, and undergrads.
• Prepare annual operating budgets and forecast expenditures.

Conoscenze

Communication

Organizational skills

Multitasking

Confidentiality

Customer service

Formazione

Bachelor's degree or equivalent experience

Descrizione del lavoro

Faculty Support Administrator (4263C), Department of Chemistry - #89649

At the University of California, Berkeley , we are dedicated to fostering a community where everyone feels welcome and can thrive. Our culture of openness, freedom, and belonging makes it a special place for students, faculty, and staff, who are among the most talented and accomplished anywhere, including Nobel laureates, Pulitzer Prize winners, and MacArthur Fellows. Since our founding in 1868, we have been an engine for innovation - driving intellectual, economic, and social progress that benefits California, the U.S., and beyond. Together, we change the world.

At Berkeley, the best careers are built on a foundation of continuous learning and growth . We actively support professional development by providing all full-time staff employees with at least 80 hours of paid time per year and provide space for supportive colleague communities via numerous employee resource groups.

UC Berkeley was rated the number one public university in the US for 2026, with the Department of Chemistry rated the best program for chemistry in the world in 2023. Since 1946, UC Berkeley has won 19 Nobel Prizes for Chemistry, our most recent was awarded in 2025.

The Department of Chemistry is seeking a new Faculty Spport Administrator to support our top-rated research. Our faculty address major scientific and technological challenges facing the world. Join us in our mission to advance society through education and research.

Position Summary

The Faculty Support Administrator manages and performs administrative services in support of research groups and the administrative functions of the Department of Chemistry. This position handles activities in finance and human resources, and may also include IT, facilities, organizing travel, pre-award work, working with RAs, or student services. This role provides general management including long and short range strategic planning and directing all activities of multi-disciplinary research programs through subordinate management staff.

Application Review Date

The First Review Date for this job is: November 5, 2026. For full consideration, please apply on or before the first review date.

Responsibilities

• Submit hiring paperwork and appointment documentation for all group members (including grad students, postdocs, visitors, undergrads, and other scientists).
• Track group member appointments to ensure on time reappointment and smooth exits.
• Facilitate the group's application and interview process for orienting and hiring of graduate student researchers, postdoctoral scientists and visiting scientists.
• Arrange domestic and foreign travel itineraries and submit reimbursement requests.
• Coordinate visa and work permit applications for foreign researchers, ensure that proper documentation is in process for foreign visitors/researchers on visa matters.
• Administer all activities concerning postdoctoral assistants, graduate research students, visiting professors/scholars and undergraduate researchers.

Financial/Grant Management - 15%

• Formulate annual operating budgets, proposal budgets, expenditure projections, analysis of financial data, and forecasting.
• Prepare long-range projections to include allocations, income and expenditures for operations.
• Integrate UCB and LBNL reports to create current and accurate financial data ensuring fiscal integrity.
• Utilize reports to anticipate and resolve operational, fiscal, or other discrepancies.
• Advise research groups on optimal fund usage as well as on expenditure policy restrictions. Develop research group fiscal operating policies and procedures.
• Implement and maintain policy and procedural updates.
• On behalf of the Pl or Department, coordinate, project and review spending on all accounts. Track expenses, including purchases and payroll records.
• Review and reconciles monthly financial reports for UCB, LBNL and outside agencies.
• Work with Research Administrators (RA) on reallocation of funds as necessary. Keep UCB and LBNL payroll offices informed with regard to research personnel payroll status.
• Keep abreast of changes to University policies and procedures and funding agencies procedures and deadlines.
• Prepare all necessary forms required to insure all gift checks are credited to the various donors accounts of the Pl or Department.
• Establish and maintain spreadsheet programs for tracking expenditure transactions.

Material and Equipment Management - 15%

• Facilitate procurement of highly specialized and fabricated equipment. Arrange purchases, repair and maintenance of this equipment.
• Coordinate with University, College and LBNL equipment managers to conduct the annual equipment inventory for research groups. Provide internal documentation for removal or addition of equipment.
• Maintain records on all purchases. Track purchase orders, shop charges and maintenance work on equipment and facilities.
• Obtain and renew maintenance contracts on all equipment.

Facilities Management - 15%

• Serve as primary office contact and provide excellent customer service.
• Manage the business affairs of the office and develop operational procedures to ensure efficiency in the office and laboratories.
• Design and maintain databases, logs and spreadsheets which facilitate efficient retrieval of information.

Reporting - 10%

• Coordinate monthly budgetary analysis, expenditure reconciliation, and financial transfers and close-outs of contracts and grants with RA and LBNL financial officers.
• Design and implement reconciliation reports for internal reporting.
• Create and maintain a timeline for preparation of interim and final technical reports to funding agencies.
• Compile and prepare technical reports, research summaries, annual and final reports for submission to funding agencies to support continued renewal of grants.
• Facilitate pre-proposal preparation process for numerous sponsors.
• Assist PIs with developing proposals and fellows with obtaining fellowship letters and documents for fellowship applications.
• Prepare budgets for research proposals and coordinates submission with SPO/IAO.
• Interpret and analyze agency proposal format, content, budgetary components and funding guidelines.
• Serve as liaison between Principal Investigator, SPO, RAs and other regional services and agencies.

Publications and Special Projects - 10%

• When the Pl serves as chair of a seminar or symposia program, provide direct administrative support. These may include: arranging the logistics for the seminar presentations, contacting faculty members to schedule meeting times with the speaker, etc.
• Prepare final version of manuscripts containing complex technical terminology and figures for publication in scientific journals, both print and electronic. Preparation may include editing, formatting, preparation of photographic material, archiving, and corresponding with editorial staff.
• Coordinate with LBNL the preparation of presentations and technical drawings, seminars, examinations and final publications and development and maintenance of the database and storage for figures and other graphics.
• Ensure Pl's published work conforms to journal specifications. This includes maintaining files for up-to-date "Instructions for Authors".
• Keep the CV and publication list current.

Required Qualifications

• Ability to use sound judgment in responding to issues and concerns.
• Solid communication and interpersonal skills to communicate effectively with all levels of staff verbally and in writing.
• Solid organizational skills and ability to multi-task with demanding timeframes.
• Ability to use discretion and maintain confidentiality.
• Strong customer service skills for working with and communicating with professors, colleagues, and outside stakeholders.

Preferred Qualifications

• Working knowledge of common organization-specific and other computer application programs and/or the ability to learn.
• Previous experience with UC Berkeley procedures and protocols and/or the ability to learn.

Education / Training

• Bachelor's degree in related area and / or equivalent experience / training.

Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions, including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.

The budgeted hourly range that the University reasonably expects to pay for this position is $34.06 - $44.59, Step 1 - 13. The full pay scale for this job classification is $34.06 - $59.67, Step 1 - 26.

• This is a non-exempt, bi-weekly paid position.
• This is a full-time (40 hours/week) Career position eligible for UC benefits.

Other Information

• This is not a visa opportunity. This position does not include sponsorship of a new consular H-1B visa petition that would require payment of the $100,000 supplemental fee.

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.

Misconduct

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant’s previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC’s policies addressing some forms of misconduct:

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.