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Application Review Date The First Review Date for this job is: 5/20/19
Departmental Overview Bioengineering is a rapidly growing field at the intersection of engineering, biology, and medicine. Since its founding 20 years ago, the Department of Bioengineering has established itself as one of the top departments in the country. The Bioengineering community consists of approximately 600 students, 26 core faculty plus over 100 affiliates on two campuses (Berkeley and UCSF), and is associated with numerous interdisciplinary research initiatives spanning a number of colleges and universities. As a bioengineering staff member, the successful candidate will be part of a small, highly interdependent group.
As the first point of contact for Bioengineering students, faculty, staff, and visitors, the Financial / Front Office Assistant is important for setting the tone in the department. This position is responsible for providing information in response to general inquiries and for making referrals to other resources, as necessary. The position also provides procurement, financial, and event coordination support to members of the Bioengineering community. This position reports directly to the Financial Manager.
Oversee all procurement activities in the department. Track and maintain supply inventory by checking stock periodically, anticipating needs, perform price comparisons, and place orders, as needed. Place routine orders using the best and most expedient method (e.g., via Shared Services, BearBuy, purchasing card, etc.) to replenish standard supplies.
Work with new faculty to research and purchase standard and non-standard equipment and supplies using department-managed start-up funds. Ensure that all necessary authorizations are obtained prior to placing orders. Serve as liaison to vendors and other campus service units, working with them for problem resolution, as needed.
Research and locate backup for purchase orders, recharges, and journals, as needed. Maintain centralized storage and filing areas, purging outdated and confidential documents in accordance with the records retention policy. Complete filing of all financial documents on a monthly basis to facilitate reconciliation.
Assist the Financial Manager and MSO with fiscal closing responsibilities.
Advise faculty and staff on campus policies and procedures in the areas of procurement, entertainment and travel.
Submit department student aid awards via the Student Information System.
Assists with cash receipt and deposits according to Controller and UC Cash Handling policy.
Use procurement card (bluCard) for low-value goods and services or entertainment (Event Planner card) to coordinate meetings, seminars, etc, adhering to university policy and key financial controls and ensuring that requisite backup materials are provided to the Financial Manager well in advance of the required 15-day reconciliation period.
25% Seminar / Faculty Recruiting Support:
Plan and coordinate weekly department seminars; attend to logistical arrangements including room reservations, a/v, catering/refreshments, as needed; prepare and distribute communications or seminar announcements. Ensures that all aspects of entertainment are in compliance with UC policies and procedures, follow up to ensure that vendors and service providers receive payments in a timely manner.
Independently coordinate the airline reservations, lodging, ground transportation, parking, room arrangements, etc. for participants/special guests. Advertise seminars (electronically and by posting flyers). Assist faculty host, as needed.
Work closely with graduate student coordinating committee to arrange invited guest/speaker meeting schedule.
Process travel and entertainment reimbursements in support of the department's seminar series, includes payment of meal and lodging invoices for seminar hosts and speakers. Track all related payments/reimbursements to ensure timely payment of expenses.
Submit alcohol permit requests to UCPD, as needed.
25% General Office Support:
Greet and assist students, faculty, and the general public, maintaining smooth, efficient front-office support. Answer phones, direct calls, and respond to inquiries. Screen walk-in students and visitors to ensure that they are directed to the appropriate staff member for further assistance.
Ensure optimal operation of office equipment (including copier). Coordinate preventative maintenance and repairs. Maintain lease and service agreements. Ensure requisite supplies are on-hand.
Prepare and distribute department mail, including receipt and distribution of packages.
Report maintenance and janitorial concerns to building management.
Coordinate and submit travel and entertainment reimbursements on behalf of the Department Chair.
Manage room reservations and projector reservations.
Required Qualifications ******************************This position is 75% Full-Time, Career************************************
Proficiency in working with computer and information management systems. Demonstrated competence in the use of spreadsheets and databases. Proficiency with Microsoft Office including Word and Excel, as well as the Adobe Acrobat Suite. Ability to learn other computer application programs, as needed.
In-depth knowledge of (or the ability to learn) purchasing, travel, entertainment, and cash handling operating policies and procedures.
Solid communication and interpersonal skills to communicate effectively and work collaboratively with all levels of staff, students, and visitors.
Well-developed organizational, coordination, and problem-solving skills, as well as the ability to meet deadlines, despite frequent interruptions.
Demonstrated ability to be proactive and creatively solution-oriented with the skill to produce work with an attention to detail and quality, while differentiating essential from non-essential details. Able to independently perform all but the most non-routine assignments using judgment and university policy as a guideline.
Possess the ability to perform simple mathematical functions (addition, subtraction, multiplication, division).
Demonstrated experience with meeting scheduling, event coordination and planning.
May consult with supervisor when problems involve new application or interpretation of policy, requiring a clear deviation from same, or exceed established budgetary guidelines (e.g. seminar series). Most work activities are self-initiated within scope of stated objectives.
Proficiency with UCB online systems (e.g., BearBuy, Blu, bConnected, Travel & Entertainment System, Student Information System, Connexus, CSS Purchasing and Reimbursement System(s).
Salary & Benefits For information on the comprehensive benefits package offered by the University visit:
*This position is 75% full-time equivalent. *The hourly salary range designated for this position: $23.47 - $28.17; however, starting salary will be commensurate with experience.
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.
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