University of California, Berkeley · 1 day ago
Director of Academic Operations (4801C), School of Optometry Dean - #83914
Berkeley, CA
Full-time
Onsite
Director/Executive
$90K/yr - $127K/yrThe University of California, Berkeley is a world-leading institution known for its academic and research excellence. The Director of Academic Operations is responsible for the strategic and operational management of academic and research processes, ensuring compliance with policies and standards while enhancing the overall student and faculty experience.
Higher Education
No H1B
Responsibilities
Manages, plans, and administers a full range of administrative operations including but not limited to:
Timely submission of appointment data for Smartsheets to campus People & Culture for processing within the UC Path (payroll) system
Support leadership with management development programs, onboarding/induction and other training initiatives
Prepare and distribute HR appointment letters as required and per campus policies and union contract terms
Provide administrative support to School Leadership and Faculty Chairs. This includes scheduling and supporting faculty meetings, faculty votes, recruitments, leaves and separations
Using campus systems such as AP Bears and AP Recruit for timely submission and tracking of personnel cases to campus including but not limited to faculty searches both senate and non-senate, cases for promotion, merit and retention
Develop and maintain organized project schedules, tracking progress and identifying potential bottlenecks
Collect and consolidate information for personnel cases. This includes communing internally and externally to ensure all materials are collected in a timely manner
Develops and prepares complex budgets with multiple funding sources, especially for academic student appointments, fellowship and scholarships
Collaborate with Vision Science (VS) Faculty Chair and Admissions and Student Affairs (ASAO) to manage, distribute and track funding commitments primarily to VS PhD students
Coordinate with principal investigators (PIs) and Research Analysts (RAs) to confirm available funding
Execute funding commitments via HR and the Campus Student Award System. Appointments are typically, GSR, GSI (TAs), Readers and Tutors
Prepares short and long range planning for administrative services operations and improvements to processes
Complete the end to end hiring and/or distribution of funding, including the preparation of appointment letters
Ensure compliance with contract and grant terms; compliance with campus policies
Provides analysis for highly complex budgetary funding, financial and resource projects. This includes but is not limited to:
Comprehensive payroll reconciliation (eg. monitor budget to actuals, individual payroll records, compliance with UC salary tables)
Prepare hiring and financial plan for academic students to ensure timely hiring and adherence to campus policies and union contracts
In collaboration with the Associate Dean for Academic Affairs and the Associate Dean for Clinical Operations, prepare academic compensation budgets and faculty effort reports
Collaborate with Associate Deans, Faculty Chairs, Admissions and Student Affairs (ASAO) staff, and PIs to administer and manage the schools federal grants in support of the VS training and summer research programs, including but not limited to the school's T-32 and T-35 grants
This may include serving as a special resource for pre- and post-contracts and grants work, interpreting regulations and guidelines on grants and/or contracts, ensuring expenses are paid according to contract, and/or monitoring contract and grant expenditures
Other Duties As Assigned, Including But Not Limited To
May be required to provide HR support for issues or matters that relate to non-research staff titles, including student assistant titles
Applies advanced concepts to perform analysis to respond to internal and external surveys and to inform resource allocations and faculty appointments
Collaborate with Finance, Admissions and Student Affairs Office (ASAO), Clinic and school leadership to respond to campus and school surveys and professional accreditation surveys (ASCO, ACOE)
Course Evaluations: Review and analyze course evaluations and other instructional feedback
Collaborate with ADAA to oversee
Ad hoc reporting
Represents the department on business issues to the institution community and serves on committees
Liaison with Campus Academic Personnel Office (APO)
Liaison with Employee and Labor Relations and BRS for issues that impact (faculty, researchers and graduate students)
Manage and direct subordinate staff (currently 1.0 FTE) to fulfill key responsibilities in a timely manner
Skills Enhancement and Service: Participates in workshops, trainings, and other professional development activities and activities that enhance the school community
Academic And Research Personnel Support
Collaborate with Associate Deans and Academic Personnel to ensure employees are hired at the correct effort in accordance with approved teaching plan and expected additional duties
Track ladder rank faculty teaching requirements in compliance with teaching policy including sabbaticals, course relief, buyouts and confirm meeting requirements
Calculate and process teaching buyouts
Provide data/input on the annual FTE call
Respond to appointment and teaching activity inquiries
Faculty workload and effort database and tracking: Track faculty schedules, teaching requirements, sabbaticals and workload units
Respond to instructor teaching and appointment inquiries
Work with ADAA to review, assess, and share course evaluation data and other teaching related data gathered through surveys and other sources
Recruitments, Merit and Promotions: In accordance with UCOP and Campus policy and protocols
Accurate and timely processing of school’s approved salary plan for health science faculty
Recall appointments
Collaborate with Associate Deans (Academic Affairs, Clinical Affairs) to recruit, appoint and reappoint Health Science Faculty Appointments
Liaison with APO and BRS regarding academic, HR and UAW inquiries
Issue appointment and reappointment letters
Special projects: Support leadership with analysis and new initiatives
Merit/Promotions support including course evaluations, faculty outreach, prepare case - reviewers, campus
Qualification
Required
Advanced knowledge of and/or can quickly learn University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and/or personnel management
Advanced interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills
Advanced knowledge of a variety of administrative operational activities such as accounting and payroll, union contracts and grants regulations and guidelines
Advanced knowledge of and/or can quickly learn common University-specific computer application programs
Ability to use discretion and maintain confidentiality
Advanced skills in analysis, problem-solving and customer service
Advanced knowledge of financial analysis and reporting techniques, and/or human resources policies and procedures for staff and academic employees
Exceptional attention to detail and ability to work effectively under pressure. This includes performing tasks with a high degree of accuracy, which includes reconciliation and checking work for errors
Demonstrated time management and organizational skills, with a track record of meeting deadlines and managing priorities effectively
Proven ability to manage confidential and sensitive information with the utmost integrity, professionalism, and discretion
Proven success managing personnel and operations within a unionized environment
Proficiency with Microsoft products especially Excel and Access, Google and and/or can quickly learn campus systems (ie. AP Bears, Cal Answers, BFS)
Bachelor's degree in related area and/or equivalent experience/training
Benefits
Eligible for UC Benefits
Company
University of California, Berkeley
A wellspring of innovation, the school occupies a 1,232-acre campus near downtown Berkeley.
Founded in 1868
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Laleh Coté
Chair - Coalition for Education and Outreach (CEO)
Adam Sterling
Co-Founder, Startup@BerkeleyLaw
Recent News
2024-05-10
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2023-10-25
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