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Job ID: 152102

Director, Administrative Operations (7378U), Haas School of Business 13958
University of California, Berkeley


Date Posted Dec. 22, 2020
Title Director, Administrative Operations (7378U), Haas School of Business 13958
University University of California, Berkeley
Berkeley, CA, United States
Department
Application Deadline Open until filled
Position Start Date Available immediately
 
 
  • Director/Manager
  • Administration - Academic Unit
    Business & Administration
 
 


Director, Administrative Operations (7378U), Haas School of Business 13958

About Berkeley

At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.

We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.

Application Review Date

The First Review Date for this job is: December 31, 2020

Departmental Overview

UC Berkeley's Haas School of Business offers a unique opportunity to champion new ideas, collaborate across boundaries, and continually learn in a workplace committed to increasing diversity and creating a welcoming environment for all. Our distinctive culture is captured within our four Defining Leadership Principles: Question the Status Quo, Confidence Without Attitude, Students Always, and Beyond Yourself. These principles distinguish Berkeley Haas as a unique environment, conducive to teamwork, collaboration, and career growth.

For more information about the Haas School of Business visit: https://haas.berkeley.edu/about/

The Development and Alumni Relations team at Berkeley Haas engages and cultivates alumni, parents, friends, corporations and foundations to advance the vision and mission of the school, inviting these key constituencies to provide volunteer leadership and make philanthropic investments in support of the school's students, faculty and programs. The Development team of major gift and annual gift officers cultivates prospective donors, both nationally and internationally, to inspire transformational gifts in support of Berkeley Haas and provides staff support for high-level volunteer groups, such as the Berkeley Haas Advisory Board and the Dean's Advisory Circle. With 41,000 living alumni, the Alumni Relations team develops and builds greater awareness for career services, lifelong learning, and networking resources to support the engagement, learning, and connectedness of Berkeley Haas alumni.
The Director will lead a team of analytical and administrative staff assigned to budget tracking and analysis, and operational functions including facilities management, office equipment and supply needs. S/he will use advanced administrative concepts and campus objectives to resolve complex issues. S/he manages, plans, administers and coordinates administrative operations of a 30+ person unit, the operations of which are significantly complex and/or broad in scope. The Director builds and maintains strategic relationships with the Haas Advisory Board, high capacity prospective donors, high profile alumni and other key stakeholders related to advancing and supporting Berkeley Haas. S/he provides essential administrative oversight to functional areas of DAR including subordinate staff management and support to achieve organizational objectives, comprehensive budget administration in compliance with department and campus-wide policies and goals, and systems and procedural management to protect departmental assets including confidential constituent data. S/he is charged with optimizing, streamlining and documenting processes to identify workflow gaps and gain efficiencies. The Director will serve as the primary liaison between DAR and campus human resources related to recruitment, onboarding, reclassifications, and other activities to support, retain and nurture DAR personnel. Under the general supervision of the Assistant Dean, the Director nurtures and maintains effective relationships and aligns strategies with internal constituents including but not limited to the Haas Management Team, Dean's Office, department and unit leaders, and other partners critical to DAR initiatives.

Responsibilities
  • Manages, plans, and administers a full range of administrative operations in a small non-academic program, where operations are significantly complex in terms of budgetary funding, number of faculty, staff and students, and/or are broad in scope due to focus of operations (eg., computer or wet lab space and equipment, fundraising, grant writing, etc.).
  • Independently responds to a wide variety of questions and issues on behalf of the assistant dean, including those highly sensitive in nature.
  • Plans, arranges for, and supports development activities, including high-level meetings on behalf of the assistant dean. Coordinates and oversees scheduling, agenda development, donor briefings and research, meeting and travel logistics, and production and dissemination of minutes and other follow-up activities.
  • Facilitates the strategic management of the Haas Advisory Board:
  • Based on independent analysis, facilitates strategic cultivation of individual board members for maximized philanthropic outcomes. Develops and implements highly individualized plans to recruit, orient and deploy Haas Advisory Board members as the highest-level volunteers at the Haas School, including philanthropic support of the school, networking on behalf of Haas, and partnering on strategic initiatives.
  • Supervise high-level activities through and with the development associate, including meeting planning and logistics, committee and task force support, agenda development, on-site staffing of board meetings and events, scheduling of video and phone conference calls, taking and production of minutes, and all follow-up activities.


  • Utilizes CADS (Campus wide Alumni/Development System) as the source of campus data on donors, alumni, prospects and volunteers, taking the initiative to submit updates on constituent records, as needed.
  • Independently produces and analyzes reports on alumni, donors, donations, and campaign totals related to development at Haas, as needed by the Dean and assistant dean.
  • Independently produces and analyzes high-level program reports related to unit productivity, including but not limited to overall fundraising outcomes, unit and campus metrics and goals, and donation totals for specific fundraising and engagement initiatives, including the unit's annual report card.


  • Administrative operations include budgetary financial management and human resources and may include some of the following functions: IT, facilities, student services, recharge administration and / or contracts and grants.
  • Performs administrative operations activities as predominant focus of position, with accountability for operational and budget processes, staff FTE, finance, human resources and space planning.
  • Working with building management and Haas facilities leads space planning and facilities projects for a unit housed off-campus in commercial space.
  • Leads analysis of talent review at DAR to establish short- and long-term strategic staffing plans.
  • Independently analyzes unit needs and makes recommendations on people, practices and processes, including but not limited to recruitment, training, development, retention, transitions and leave coverage.
  • Independently analyzes development and alumni relations program staffing trends industry-wide and at peer schools, advancing the unit's organizational design to stay competitive and achieve financial, reputational and operational excellence.
  • Analyzes HR policies and procedures at Haas and UC Berkeley HR policies and procedures in order to make recommendations about staffing, practices, and processes.
  • Through independent program analysis, ensures key performance commitments across DAR are met.


  • Develops and prepares complex budgets with multiple funding sources for grants, general appropriations, and endowments. Prepares short and long range planning for administrative services operations and improvements to processes.
  • Leads and coordinates strategic initiatives, as part of the Haas School's strategic business plan, which promote and support fundraising goals and engagement objectives.
  • Independently provide project management of the unit level tactics in the Haas School's strategic plan to ensure the successful completion or implementation of said tactics and consistent reporting and tracking for the Haas Management Team.
  • Independently sources and analyzes critical program and policy information needed to implement strategic initiatives, including but not limited to engagement strategies, personnel management, and organizational effectiveness.
  • Directs staff in planning, arrangements for, and implementation of unit activities, such as the Haas Advisory Board meetings, DAR staff meetings and strategic planning retreats involving key internal and external stakeholders.
  • Serves as the CDO's liaison to the development and alumni relations team, senior leadership and other departments as a resource for accurate information while maintaining complete confidentiality and discretion. Prepares and disseminates directives and action requests to others on behalf of the CDO to ensure efficient workflow. Monitors deadlines, follows up on delegated tasks, and provides reminders.
  • Independently analyzes policies and procedures to optimize, streamline, gain efficiencies, and identify workflow gaps.
  • Independently identifies and assesses organizational needs to inform and enact decisions related to staffing and resource allocation to achieve operational excellence.
  • Utilizes independent analysis to recommend and apply solutions related to organizational work streams, in particular assessing and implementing technology solutions to automate processes to maximize team productivity related to metrics, goals and outcomes.
  • Leads organizational onboarding of new staff, independently analyzing current practices and recommending changes to minimize learning curve and gain organizational efficiencies; documents and standardizes onboarding practices at the unit level to align with campus and unit policies and procedures.
  • Establishes and enforces unit policies and procedures including but not limited to cross-training programs for associates and protecting confidential, departmental assets.


  • Provides analysis for highly complex budgetary funding, financial and resource projects.
  • Develops and prepares complex budgets. Applies advanced concepts to perform analysis to determine future resource allocations on projects.
  • Independently provides strategic direction and fiscal oversight of the unit's multi-million dollar budget, in consultation with unit managers.
  • Analyzes complex financial data to interpret and assess unit spending and revenue generation, conducting cost analyses to advise managers of opportunities to realize savings and enhance the organization's return on investment.
  • Analyzes donor and prospective donor profiles, basing analyses on predictive modeling and other screening tools, for strategic philanthropic outcomes.
  • Independently produces and presents complex proposals and/or business plans on a broad range of issues to include analysis of identified challenge, costs, benefits and recommended options and solutions.
  • Leads the work of the operations and budget team with appropriate management staff at Haas to facilitate efficient and effective communication and collaboration on a consistent basis.
  • Based on independent program analysis, assigns operations and budget team to support strategic unit initiatives and special projects, as needed.


  • Typically supervises support staff or a small number of professional staff within or outside the scope of main business activities (e.g. student services, facilities, etc.).
  • Supervises three support staff to ensure excellent operations and fiscal management at the unit level.
  • Coaches and mentors direct reports, associates and other subordinate staff.
  • Selects, trains, leads, directs, and motivates staff, taking corrective action as necessary.
  • Oversees and advises on staff activities for a unit of 30+ employees.


  • Represents the department on business issues to the institution community and serves on committees.
  • Liaises with the dean's office staff on all high-level correspondence, including oversight of meeting follow-up, expressions of condolence, stewardship, proposals, and pledge/gift agreements.
  • In partnership with senior campus administration, independently directs the unit to develop and implement strategic plans that promote, advocate, and highlight campus- wide activities, programs and fundraising opportunities.


  • Career Development: By embracing the principle of student always
  • Works on special programs, as assigned.
  • Participates in committee and project work to further the Haas and University communities.
  • Attend classes to enhance expertise in job areas and improve communication.
  • Attend relevant campus training courses or classes to gain knowledge of or to become more proficient with campus policies and/or role-relevant skills.
  • Seek additional training opportunities that allow growth within the position and to develop professionally.


Required Qualifications
  • Advanced knowledge of 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 event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.
  • Advanced knowledge of or can quickly learn common University-specific computer application programs.
  • Ability to use discretion and maintain confidentiality.
  • Advanced skills in short- and long-term strategic planning, 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.
  • Strong skills in advocating for and representing the institution to its various publics.
  • Strong skills in understanding constituency needs as related to institutional needs and skills in designing solutions or strategies to achieve consensus.
  • Strong independent analytical, negotiation and political acumen skills.
  • Leadership/management skills, including skills to lead, direct, mentor, evaluate and motivate staff.


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

Salary & Benefits

This is an exempt, monthly paid position. Annual salary will be commensurate with experience up to $110,800.00.

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

https://ucnet.universityofcalifornia.edu/compensation-and-benefits/index.html

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:

https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
For the complete University of California nondiscrimination and affirmative action policy see:
http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct

To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucb/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=13958&PostingSeq=1

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