Job Requisition Number: 24576. The CIVO Program and Research Coordinator will provide comprehensive coordination and management oversight of two key research areas: •Center for Innovation in Vision and Optics (CIVO), a medium-sized research unit with an annual budget of $500,000 that will span four departments at UC Berkeley (approximately 10 UC Berkeley faculty) and will have 6-10 industrial partners. •Research Administration for Dr. Austin Roorda’s and Dr. Martin Banks’ research
This is a 100% FTE, 1 to 2 year contract appointment with opportunity for extension.
Key activities/duties include (but are not limited to) the following: 1)Outreach coordinator for CIVO collaborating with current industrial partners and attracting new partners. 2)Administer funds for CIVO. The person in this position will set up chart strings for annual fees provided by industrial partners. He/she will track overhead that should be returned to CIVO by arrangement with the administrating unit. In coordination with Executive Director of CIVO, the person will distribute and account for funds to be used for CIVO activities (students, meetings, website updates, etc.). 3)Responsible for event planning of all conferences and advisory meetings hosted by CIVO and/or the PIs including managing logistics such as vendor contract negotiations, caterer and other vendor agreements, attendee registration, participation arrangements, lodging, transportation, volunteer coordination, as well as the facilitation and communication and services that support these events. 4)Facilitate invention disclosures and processing of patent applications. The person in this position will understand how disclosures and applications are routed through the university and will encourage and facilitate CIVO faculty to generate and submit them. 5)Responsible for general operations, including activities in IT, website maintenance, social media/marketing, purchasing, event planning, and facilities ensuring compliance with University policies in all areas. 6)Contract and Grant Administration: providing analytical and financial support in proposal processing, contract and grant administration, and budget development, including pre-award proposal initiatives, management of funds post-award, and closeout activities for federal, state, local and private sponsors, reviewing proposals to ensure institutional compliance, compliance with regulations, terms and conditions; financial management and reporting; and sub award/subcontract issuance and administration. Liaison with Campus Shared Services Research Administration. This portion of the job responsibilities are for two labs only: Dr. Austin Roorda’s and Dr. Martin Banks’.
1. Manages, plans and administers a range of administrative operations in a small to medium academic department, or a small to medium non-academic department or program. Administrative operations include budgetary financial management and human resources and some of the following functions: IT, facilities, student services, and/or contracts and grants. •Organizes, plans, establishes and monitors fiscal budget control of contracts and grants administration, gifts, endowments, and privately funded projects for faculty research programs in consultation with the Executive and Associate Directors. •Analyzes transactions, expenditures, identifies and resolves discrepancies, financial and inventory reports. Develops and/or oversees non-competing continuations, supplements and other award/agreement amendments. •, Provides input into post-award financial administration and management for research funds in coordination with CSS-RA and in accordance with campus policy and agency requirements. •Advises department administrators on compliance regulations. •Develops professional relationships with sponsor representatives •Manages event logistics including: planning, organizing, and identifying event locations and vendors. Works directly with vendors to negotiate and coordinate meeting arrangements.
2. Develops and prepares budgets and financial reports for funding which may be complex. Establishes record-keeping systems in compliance with institutional and sponsor policies. •Fund management for CIVO •Fund management for Dr. Martin Banks and Dr. Austin Roorda
3. Provides input into non-technical portions of grant and contract proposals. •Liaison with CSS-Research Administration to administer faculty research proposals for Dr. Martin Banks and Dr. Austin Roorda, as well as CIVO
4. Assists in the design and drafting of organizational website content; drafts newsletters and correspondence to organizational constituents. •Maintains and updates CIVO website with abstracts about current research findings and technical developments, resumes of graduate students and postdocs, publications, invention disclosures and patent applications. •Administers user permissions to access website Develops and implements procedures for supply inventory and to keep equipment in good working condition. Administers facilities and space logistics and manages equipment needs. Acts as safety coordinator.
5. Performs studies for resource plans, including approaches, trends, sources and uses. •Applies professional concepts to provide projections, analyze spending and recommend adjustments. Gathers, analyzes, prepares and summarizes financial and HR reports. Serves on committees, representing department/unit.
6. Coordinates and participates in a variety of human resources activities including employment, training, classification and ensuring the completion of forms and documents related to HR and Payroll for unit/department. May supervise a small staff of support employees and/or students.
7. May assist with fundraising related duties. •Assist with collecting annual fees •Partner with DAR and Finance to ensure timely and accurate processing of gifts
8. Other duties include: •May supervise a small staff of support employees and/or students. •Gathers, analyzes, prepares and summarizes financial and HR reports. •Serves on committees, representing department/unit. •Develops and implements procedures for supply inventory and to keep equipment in good working condition. •Administers facilities and space logistics and manages equipment needs. •Acts as safety coordinator.•Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, account and fund management, personnel management. •Thorough knowledge of financial analysis and reporting techniques, human resources policies and procedures for staff and academic employees. •Knowledge of a variety of administrative operations activities such as events planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines. •Knowledge of common University-specific computer application programs, including BearBuy and Berkeley Financial System (BFS). •Interpersonal communication skills to include verbal and written, active listening, critical thinking, persuasiveness, advising and counseling skills. •Adequate skills in website management, social media, and Wordpress platforms. •Ability to navigate University rules and regulations, processes, protocols and procedures for budget, account and fund management. Education/Training: •Bachelors degree in related area and/or equivalent experience/training
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.