Administrative Officer – Washington, D.C. (4722C)

Location
20036, Washington D.C.
Posted
May 11, 2017
Closes
Jun 15, 2017
Function
Administrative
Hours
Full Time

The Forum for Collaborative Research is seeking an Administrative Officer to join the team in Washington, DC. 

Job Title: Administrative Officer – Washington, D.C. (4722C)
Job ID: 23093
Full/Part Time: Full-time
Department: SPH Administration
Regular/Temporary: Regular

About Berkeley
The University of California, Berkeley, is one of the world’s most iconic teaching and research institutions. Since 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States, and the world. UC Berkeley’s culture of openness, freedom and acceptance—academic and artistic, political and cultural—make it a very special place for students, faculty, and staff.

Berkeley is committed to hiring and developing staff who want to work in a high performing culture that supports the outstanding work of our faculty and students. In deciding whether to apply for a staff position at Berkeley, candidates are strongly encouraged to consider the alignment of the Berkeley Workplace Culture with their potential for success at http://jobs.berkeley.edu/why-berkeley.html.

Application ReviewDate:
The first review date for this job is: May 15, 2017

Departmental Overview
The Forum for Collaborative Research, founded in 1997, is a public/private collaboration addressing cutting edge science and policy issues through a process of stakeholder engagement. The mission of the Forum is to facilitate collaborative research in drug development and health policy. The Forum has a unique and complex structure that includes stakeholder partners, such as patients/patient advocates, academia, governmental agencies, industry, insurers, professional societies and other relevant entities, whose collaborative activities the Forum coordinates in a neutral and independent space for ongoing, issue-specific deliberation. In addition, the Forum has an active educational program that includes academic year and summer student intern training, for-credit courses for UC Berkeley, UCSF and UC Davis students, training workshops for regulatory agency personnel and the academic and scientific communities, and an online program being developed in partnership with leading universities in Mexico. The Forum offices are located at both the UC Berkeley campus and the UCDC Campus in Washington, D.C.

This position is located in Washington, D.C. 

Responsibilities
The Administrative Officer skillfully plans, administers, and manages ongoing operations and administrative services for the Forum for Collaborative Research (the Forum), which is located in Washington, D.C. The Forum is an academic unit within UC Berkeley’s School of Public Health (SPH).

The ideal candidate will be an experienced, administrative and operations professional who demonstrates excellent judgment in establishing and employing methods and techniques for the development of efficient, workable, and sustainable solutions that support the Forum’s educational and strategic missions.

Reporting directly to the Forum’s Executive Director and Deputy Director, the Administrative Officer will advise on and support both the short and long-term planning of the Forum’s operations, which encompass the creation of communication plans; the development of administrative processes and standards of practice; the coordination of logistics for meetings ranging in size, location, and detail; and the management of special projects. The role may also supervise junior administrative staff, student assistants, and interns. 

General management of the Forum includes short and long-range strategic planning, directing activities to support the organization’s educational and strategic goals, as well as the work of the Forum’s projects and staff. 

Administrative services include using appropriate judgment in the management of activities involving human resources, IT, facilities, student intern services, budgetary and financial services, and contracts and grants. Key administrative activities often involve liaising remotely with key stakeholders on the UC Berkeley campus in Berkeley, CA, and include the following:

  • Navigate the UC Berkeley BearBuy system to process new vendors, reimbursements for staff and invited faculty, purchases, invoices, pre-order forms and pre-approval for projects and events.
  • Liaise with SPH human resources and Academic Personal Offices to coordinate recruitment, re-appointments, hiring of new staff and student personnel.
  • Coordinate intern recruitment, locating intern housing, and onboarding processes.
  • Liaise with Campus Shared Services (CSS) Payroll regarding payroll issues.
  • Manage and oversee budget tracking and financial reports, ensure staff receives accurate and up-to-date budget information regarding projects.
  • Gather, analyze, prepare and summarize financial and HR reports.
  • Perform studies for resource plans, including approaches, trends, sources and uses.
  • Support the planning and management of services for domestic and international scientific symposia, roundtables or colloquia with senior-level, expert invited faculty, including assisting with and supporting arrangement of conference room set-up; AV facilities; ordering supplies; and coordinating travel, lodging, catering, and other related components. For larger Forum events the Administrative Officer will work in parallel with a professional event management planner.
  • Develop and implement procedures for supply inventory and manage the upkeep and maintenance of office equipment.
  • Assist in the design and drafting of organizational website content.
  • Provide input into non-technical portions of grant and contract proposals.
  • With guidance from senior staff, draft newsletters and correspondence to organizational constituents via MailChimp.
  • Assist the Executive Director with scheduling and travel.
  • Manage and upkeep the Forum’s contact database, which contains 8000+ entries.
  • Other administrative activities as assigned.

Required Qualifications

  • Advanced knowledge of University rules and regulations, processes, protocols and procedures for budget, account and fund management, and personnel management.
  • Advanced knowledge of financial analysis and reporting techniques; human resources policies and procedures for staff and academic employees.
  • Excellent knowledge of Microsoft Office programs, word processing, spreadsheet, and database applications.
  • Advanced knowledge of a variety of administrative and operational activities, such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and regulations and guidelines for contracts and grants.
  • Knowledge of common University-specific computer application programs.
  • Excellent verbal and written communication skills.
  • Proven ability to listen actively, think critically, multi-task, prioritize deliverables and deadlines, effectively manage time, work independently as well as collaborate within a team, and provide exemplary customer-service.
  • Exceptional interpersonal and leadership skills.
  • Bachelors degree in related area and/or equivalent experience/training.

Salary &Benefits
For information on the comprehensive benefits package offered by the University visit: http://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

How to Apply
Visit jobs.berkeley.edu, job #23093. Please submit your cover letter and resume as a single attachment when applying.

Other Information
The position is located in the Forum's main offices at UC's Washington, DC campus. We already operate over full capacity with existing staff and have expanded operations substantially over the past 18 months. The Forum expects that expansion will continue, particularly with the increased national interest in our work in expediting the FDA regulatory review and approval process.

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: http://www.eeoc.gov/employers/upload/poster_screen_reader_optimized.pdf

For the complete University of California nondiscrimination and affirmative action policy see:
http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct