Physics @ Berkeley
Jobs in Physics
Job Category: Staff
Job Title: Administrative Specialist
Department: Research Group Support
Group: Birgeneau
Closing Date: 08/15/2013

Administrative Officer 3

Department Overview:

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. There are approximately 250 graduate students and 275 undergraduate majors, with about 7,000 course enrollments annually.

This position involves managing and performing the full range of administrative services for the research and administrative functions for Chancellor Emeritus Birgeneau. Duties will include activities in office management, finance, contract and grants, travel and events coordination, and may also include IT, facilities, student services and lab safety. 


  Plans, manages, and administers a range of responsibilities related to providing administrative support to Chancellor Emeritus Robert Birgeneau for all research and public activities.
Receives and responds to requests for a wide variety of sensitive issues and questions from faculty, various presidents of other universities and associations, and other public offices.
Drafts correspondence, reports and all other materials on behalf of Chancellor Emeritus and responds to incoming requests.
Manages calendar and logistics for all activities. Duties include but are not limited to: events and travel management, venue selection for events, document creation and formatting, managing publicity, developing PowerPoint presentations and managing all logistics for visiting dignitaries.
Creates, copies, scans, and maintains all correspondence and records, online as well as paper copies.
Provides oversight of budgetary and financial/contract and grant management and may involve aspects of human resources and student services.
Develops and prepares budgets and financial reports for funding which may be complex due to projects involving LBNL and outside agencies.
Monitors funding and expenditures through LBNL, other scientific and educational institutions, and organizations.
Ensures that payments and invoices are processed correctly and in a timely manner. 
Acts as the direct contact with the funding agency.  Provides input into non-technical portions of grant and contract proposals.
Ensures all reimbursements, financial transactions and reporting are in compliance with required rules and regulations.
Creates databases and spreadsheets as necessary.  Assists in the design and drafting of website content as needed.
Coordinates and participates in a variety of human resources and payroll activities including employment for researchers, postdocs, graduate students, etc.
Ensures all visa procurement for visitors. As necessary, coordinates business services with department of Physics, LBNL or with CSS. May supervise temporary employees and/or students.
Administers facilities and space logistics and manages equipment needs for the research lab as well as conferences, meetings and seminars.
Develops and implements procedures for supply inventory and keeps equipment in good working condition for the office and lab.

Required Qualifications:

  Bachelor's degree in related area and/or equivalent experience/training
Excellent skills to communicate and influence effectively with all levels of faculty, alumni/donors, and external constituents, both verbally and in writing.
Demonstrated ability to use a high level of discretion and maintain confidentiality.
Advanced political acumen skills, tact, and diplomacy.
Advanced knowledge of common computer applications such as PowerPoint, Excel, Word, and online calendar.
Excellent analytical/problem identification and problem solving skills.
Advanced service orientation and collaboration skills.
Strong attention to detail and ability to organize and prioritize work.
Excellent writing and proof reading skills.
Familiarity with or ability to learn the use of campus systems such as BearBuy.
Knowledge of a variety of administrative operations activities such as events planning, basic fundraising processes, risk management, website maintenance, accounting and payroll, and contracts and grants regulations and guidelines.


  Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management.
  Thorough knowledge of campus financial reporting techniques, human resources policies and procedures for employees.

Salary & Benefits

This is a part-time, 50% position.  Work schedule will be Monday through Friday, 4 hours per day.   

The full time hiring salary range is $57,000  to $84,600, depending upon experience. Salary will be pro-rated to reflect a 50% appointment.

For information on benefits, refer to:

How to Apply

Applications must be submitted online.  A letter of interest outlining your experience and qualifications as well as a resume should be submitted as a single attachment when applying. Click here to apply. The job ID number for this job is #16196.

Criminal Background Check

This position has been designated as sensitive and may require a Criminal Background Check.  We reserve the right to make employment contingent upon successful completion of a Criminal Background Check.

The University of California is an Equal Opportunity/Affirmative Action Employer.