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Job ID: 126985

Department Manager (0547U) - 27361
University of California, Berkeley

Date Posted Aug. 1, 2019
Title Department Manager (0547U) - 27361
University University of California, Berkeley
Berkeley, CA, United States
Department N/A
Application Deadline Open until filled
Position Start Date Available immediately
  • Director/Manager
  • Astronomy and Astrophysics

Department Manager (0547U) - 27361

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. Berkeley's culture of openness, freedom and acceptanceacademic and artistic, political and culturalmake 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

Departmental Overview
The Department of Astronomy offers undergraduate and graduate instruction in a wide variety of fields, including theoretical and observational astrophysics; infrared, optical, and radio astronomy; galactic structure and dynamics of stellar systems; high-energy astrophysics and cosmology; and spectroscopy. A considerable amount of research and teaching related to astronomy is done in other units at Berkeley, including the Space Science Laboratory, Lawrence Berkeley Laboratory, and the Physics Department. Various professors in the Chemistry, Earth and Planetary Science, Mathematics, Statistics, and Engineering departments have an active interest in astronomy and are available for consultation.

  • Oversees all aspects of department business.
  • Supervises department administrative staff; delegates tasks and responsibilities to appropriate administrative support person or unit.
  • Implements and continuously maintains department's operational infrastructure of systems, processes, and personnel to accommodate the programmatic objectives and the growing number of research teams and activities.
  • Participates in the development and revision of standard operating procedures and guidelines for staff and department affiliates as Astronomy continues to expand and evolve.
  • Represents the department to the campus community.
  • Liaises with other MPS managers to discuss and strategize on divisional matters.
  • Partners with and supports the department Chair in areas of strategic planning, budgeting, outreach, department climate, staffing, academic recruitment, etc. Attends manager/Chair/Dean meetings as needed.
  • Works closely with Chair, faculty, postdocs, and students to problem-solve issues related to Department life
  • Oversees summer course planning, hiring, and budgeting.

Finance + Budget:
  • Responsible for the development and preparation of budget(s) and financial reports for department appropriations, endowments and other funds.
  • Maintains close working relationship with the divisional Budget Officer.
  • Consults with and advises Financial & Grants Analysts supporting Astronomy and ORUs to ensure budget projections are on track and that necessary adjustments are made to avoid overdrafts or other funding issues for PIs
  • Prepares for and attends annual budget hearing with department Chair, divisional Budget Officer and Dean.
  • Participates in the annual budget process - reviews, plans, and submits departmental budget, including Cal Planning and HCP entries, budget narrative, and balance reports.
  • TAS - with input from department Chair and Academic Advisor, develops and submits the annual TAS budget request and narrative. Once received, manages the annual allocation, monitoring hiring and spending to ensure proper spending and that no deficit is incurred.
  • Recharge - manages the monthly processing of internal recharge fees. Reviews for accuracy and uploads journals into BFS, processes corrections, and ensures compliance with campus recharge policy.
  • Fiscal close - responsible for reviewing department ledgers to research and resolve any outstanding deficits or other financial issues at the department level, including faculty salary allocation, faculty discretionary funds and any ORU funding at the VCR level.
  • Revenue - researches, develops, and implements revenue generating programs to increase funding for core operations, e.g., summer sessions course and concurrent enrollment offerings, UNEX online course, fundraising, etc.

Human Resources:
  • Maintains broad understanding of campus HR policies, particularly non-senate academic and staff hiring and grievance policies.
  • Researches and provides HR solutions to PIs needing assistance with hiring lab staff and researchers
  • Provides HR support to bridge regional service gaps, including: submitting initial hiring requests, confirming funding, providing backup documentation, and obtaining approvals and signatures.
  • Follows up with external units to ensure academic recruitments, reviews, and personnel cases are managed in a timely fashion.
  • Approves staff CalTime reports and any requests for vacation time.
  • Reviews staff performance and submits annual evaluations; champions staff development and identifies areas for improvement and growth.

  • Provides ongoing administrative oversight to business operations such as HR, event/speaker series planning, annual reports, and finance.
  • Liaises with ORU directors, financial analysts and research administrators to manage ORU budgets.
  • Attends VCR manager meetings as needed.

  • Sets policy and enforcement for building access requests; works with UCPD to develop access groupings and building lock schedules.
  • Oversees policy and approvals for building use requests, both internal and external.
  • Manages partnership with campus classroom scheduling for use of large 131 classroom.
  • Schedules events held in Campbell Hall.

Staff IT:
  • Provides oversight of staff IT needs, including workstation needs and updates, new computer requests, ergonomic assessments, telecom orders, etc.
  • As supervisor, approves and follows up on requests to campus IT.

Student Services:
  • Supervises and provides peripheral support to department Academic Advisor, e.g., managing grad student funding, TAS hiring, commencement, outreach.

Required Qualifications
  • Broad knowledge or ability to learn of campus processes, protocols and procedures with heavy focus on budget, account and fund management; personnel management, (including labor contracts) and personnel (both staff and academic) policy.
  • Thorough knowledge of financial analysis and reporting techniques.
  • Broad and applicable knowledge of contracts and grants management.
  • Broad knowledge of human resources and risk management planning and corresponding accounting and payroll.
  • Demonstrated experience or equivalent using common campus-specific and other computer application programs (Cal Answers, BFS, SIS, HCM, UC Path, Phoebe).
  • Excellent interpersonal skills and political acumen, as characterized by the appropriate use of tact, good judgment, diplomacy, and the ability to work collaboratively.
  • Proven ability to organize department work functions in an efficient and effective manner.
  • Skills to work collaboratively with other campus departments.
  • Demonstrated management and conflict resolution skills to effectively lead and motivate others.
  • Proven skills to quickly evaluate complex issues and identify multiple options for resolution.
  • Skills in organization and customer service to effectively manage multiple important priorities.
  • Strong verbal and written communication skills; ability to influence/persuade all levels of staff.
  • Knowledge of facilities and space planning.
  • Familiarity with recharge operations.
  • Familiarity with academic personnel policies and procedures (recruitment, review/advancement, sabbaticals, etc).

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

Salary & Benefits
This is an exempt, monthly paid position. Annual salary is commensurate with experience.

For information on the comprehensive benefits package offered by the University visit:

How to Apply
Please submit your cover letter and resume as a single attachment when applying.

Conviction History Background
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.

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:
For the complete University of California nondiscrimination and affirmative action policy see:

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