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Inside Higher Ed · 3 weeks ago

Administrative Services Manager (0547U) - 63466

San Francisco, CA

Full-time

Hybrid

Senior Level

$130K/yr - $165K/yr

The University of California, Berkeley is a leading institution of higher education committed to equity and social justice. The Administrative Services Manager (ASM) will manage administrative functions within the Office of Environment, Health & Safety, including finance, budget oversight, and administrative support for technical teams.

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No H1B

Responsibilities

Develop and implement administrative programs and processes in alignment with the department priorities and goals

Conducts analysis of each area's effectiveness, and develops corresponding programs/processes for area lead's implementation

Maintains knowledge of campus and systemwide policies, procedures and regulations, including making recommendations for changes based on interpretations and principles of professional practices

Provides Oversight And Leadership In Designated Administrative Operations, Including

Financial & Budget Oversight

Purchasing and Vendor Management

Systems Infrastructure

Office Management & Facilities Oversight

Administrative Support for the department, department's technical teams, and programs

As part of the EH&S Senior Management Team, may establish and recommend changes to policies that affect the organization

Serves as EH&S Finance Director for the department, directing analysts who provide direct budget updates to Director and Managers

Directs analysts to provide required reports and updates to division

Ensures analysts meet division and campus deadlines for budget proposals and other associated requests

Develops and monitors operational and budget processes, staff FTE, and finance

Develops comprehensive financial and trend analysis, and recommends and allocates resources to specific programs and department activities

Identifies budgetary strategies, underutilized resources, and cost control methods

Develops and prepares budgets and financial reports for grants, general appropriations, endowments and other funds

Directs recharge program through subordinate staff

Responsible for implementation and negotiation of financial partnerships and MOUs

Vendor management and purchasing oversight

Supports procurement of products and services, including contract management process

Manages systems and procedures to protect departmental assets

Oversees administration of information systems hardware, operating systems, and network management

Ensures staff fulfills requirements in relation to on-site administration, and campus practices and procedures in the areas of fleet management, access control, and telecom

Ensures department and campus inventory control programs, including overseeing biennial inventory for BETS (as Department Equipment Custodian)

In support of Fleet program, drives university vehicles

Plans for physical plant rehabilitation and renovation

Recommends change to policies which affect the assigned unit(s)

Prepares short- and long-range planning for administrative services operations and improvements to processes

Assigns resources and ensures direct and indirect support to technical teams

Directs application programming priorities in consultation with senior management team, campus IT and UCOP priorities

Collaborates with senior management and subject matter experts to provide project management, communications, training, and other programmatic support to achieve department goals

Works on professional committees and assignments, participates in professional training and attends relevant conferences, and/or is mentored or coached on a formal or informal basis

Completes and maintains compliance on campus/systemwide training requirements, as well as any training necessary per role

In a campus wide disaster, serve as a key member of the EH&S Emergency Support Function (ESF) or Emergency Operations Center (EOC)

Qualification

Financial analysisBudget managementInformation technologyVendor managementProject managementCustomer serviceDiversityInclusionBachelor's degreeManagement experienceUC systems familiarityInterpersonal skillsConflict resolutionCommunication skillsOrganizational skills

Required

Broad knowledge of and/or can quickly learn the organization's processes, protocols and procedures with a focus on budget, account and fund management

Demonstrated knowledge of financial analysis and reporting techniques, risk management planning, and/or accounting and payroll

Broad knowledge of information technology to manage IT staff

Excellent interpersonal skills to effectively lead, motivate and influence others and develop and maintain high standards of customer service

Skills to work collaboratively with other departments or organizational units, and non-campus clients

Demonstrated management and conflict resolution skills

Strong verbal and written communication skills; ability to influence/persuade all levels of staff

Skills in organization and customer service to effectively manage multiple important priorities

Proven skills to quickly evaluate complex issues and identify preferred options for resolution

Proven ability to organize department work functions in an efficient and effective manner

Broad knowledge of and/or can quickly learn common organization-specific and other computer application programs

Demonstrates a desire to promote diversity, equity, inclusion and belonging, to establish and maintain positive and effective working relationships throughout the organization and with outside constituencies

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

Preferred

Experience in management position

Familiarity with UC systems, including CalPlanning, CalAnswers, BFS, BearBuy, IS&T Telecom Service Catalog, UCPath, ServiceNow/ServiceHub, Facilities Services work order system, Berkeley Equipment Tracking System (BETS) and other campus services systems