Job Requisition Number: 26743. This position provides a wide range of administrative duties and responsibilities for the Department of Electrical Engineering and Computer Sciences including serving as a primary contact and resource person for staff and student personnel and payroll matters working closely with Engineering Research Support Organization (ERSO).
It is responsible for the management of day-to-day activities related to the administration of the staff and student (academic and non-academic) personnel programs, including oversight of the departmental payroll activities.
It supports the Director of Operations, unit managers/supervisors, faculty, staff, and students in matters related to recruitment, hiring, employee and labor relations, benefits programs, and payroll actions. The position recommends and implements personnel actions applying appropriate guidelines and procedures.
The incumbent must exercise judgment, sensitivity, and tact when communicating with staff, students, and faculty on issues regarding a range of sensitive and complex HR and payroll matters and policies.
The position conducts course/student enrollment trend analysis and assists the Director of Operations in developing and planning for temporary academic support budgetary needs. Works closely with the finance group and the Director of operations to gather and review data for sound fiscal management.
The College of Engineering at UC Berkeley is recognized for its educational and research excellence, consistently ranking among the top three Engineering colleges in the United States. With more than 230 regular faculty members, 2,153 graduate students and 3,648 undergraduate students located in seven academic departments, Engineering is the second largest college on the Berkeley campus. Operating expenditures for the College are close to $200 million annually.
The Department of Electrical Engineering and Computer Sciences (EECS) in the College of Engineering is the largest department on the Berkeley campus consisting of over 140+ faculty, adjunct, active emeriti and PIR appointments, 3,000+ undergraduates both in the College of Engineering and Letters and Science, 700+ graduate students, and 60+ staff members. EECS programs are consistently ranked in the top three by many measures, including U.S. News & World Report's national and global ranking. Annual operating budget not including research expenditures for EECS is more than $35 million.
65% Academic Student Employee Management: •Oversees Academic Student Employee hiring team of four to ensure accurate and timely offers and hiring requests. •Enters hiring details into ACG database for all GSIs, Readers, and Tutors (800+) each semester for ERSO to take appropriate hiring transactions. •Collaborates with the Center for Student Services staff to ensure compliance with the Grad Division/campus academic student hiring policies and guidelines. Keeps abreast of union/contract changes, and communicates needed updates to ACG. •Submits undergraduate petition to EECS Director of Undergraduate Student Instruction. Coordinates undergraduate fee remission transactions in SIS. •CS Reader/Tutor Hiring - Works with instructors to find suitable candidates for open positions. Verifies candidate qualifications, and coordinates employment offers through ACG database. •Summer Sessions - Coordinates administrative aspects (hiring of instructors, GSIs, Readers, student assistants) of the Summer Sessions program collaborating with ERSO, Summer Sessions, and departmental hiring instructors and student services officers. Enters hiring information into eHire and ACG database. •Conducts student/course enrollment trend analysis, assesses budgetary constraints for temporary academic support needs, and provides recommendations to the Director of Operations in support of the department’s financial operations. Prepares and shares budget worksheets with instructors to facilitate hiring. •ASE Position Management – tracks and maintains 1000+ single headcount position numbers for ASE hiring requests using UCPath Position Control Request, Add/Update Position Request, and Funding Entry modules.
20% Serves as a central point of contact and administrative resource in support of the departmental related payroll and human resource matters. Serves as a liaison with Engineering Research Support Organization (ERSO) regarding all personnel actions including recruitment, hiring, employee/labor relations, compensation, reclassifications, disability/leave/benefits programs, service awards, payroll expense transfers, etc., for all staff and student (both academic and non-academic) titles.
Administrative Management Responsibilities: •Exercises day-to-day critical thinking and management techniques to determine and refer complex HR/payroll matters to the Director of Operations in order to bring about workable resolutions quickly and with sensitivity. •Functions as a resource to the department faculty, staff, and students on HR and payroll guidelines and policies working closely with ERSO. •Coordinate recruitment/hiring process for career, temporary, contract and limited positions working closely with ERSO. •Oversees the management of personnel/HR/payroll files and record (electronic and hard copies). •Coordinates all UCPath staff and student personnel information updates and job changes with ERSO. •Collaborates with ERSO on various issues related to leave accrual and service award record management. •Works closely with the Department Finance Group to review and analyze payroll reconciliation/chart of account discrepancies in order to take timely corrective actions with ERSO. •Initiates payroll expense transfer actions in UCPath Process Direct Retro module.
10% Finance/Accounting Responsibilities: •Provides assistance in gathering and preparing financial data/reports for the Finance Group and the Director of Operations. Serves as BFS preparer for financial journals on as-needed basis. •Card Program Approver – Verifies, reconciles, and approves bluCard and event planner card expenditures for departmental cardholders in compliance with campus/UC regulations. •Serves as SIS Award Entry preparer for miscellaneous student stipends, including MAS-IC program course facilitators. •Student Group Billing – Runs CalAnswers reports and coordinates payments from student groups to cover semester expenditures. •Serves as backup for IRIS account maintenance. Enters ACG office assignment updates into IRIS Roster. •Serves as BearBuy Approver for Capital Projects Mini Program related invoices. Creates monthly financial journal to move mini program charges from EECS Holding COA to appropriate funding source.
5% Participates in the development and implementation of new procedures and practices that benefit the departmental HR and payroll functions and services in compliance with University policies and campus/regional services procedures.
Special projects as assigned by the Director of Operations.•Demonstrated proficiency with Microsoft Office (Word, Excel, PowerPoint). Familiarity with the internet, Gmail and Google Calendar. •Excellent communication and interpersonal skills to communicate effectively with faculty, staff, and students, both verbally and in writing. Ability to edit and prepare correspondence; write and draft reports. •Ability to manage one’s time and competing deadlines with attention and accuracy. •Ability to attend to complex details with accuracy. •Strong critical- and problem-solving skills to solve day-to-day operational problems with minimal supervision. •Ability to use discretion and maintain all confidentiality. •Ability to use sound judgment in responding to issues and concerns.
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.