Administrative Officer - Richmond Field Station

Apply for Job Job ID 85870 Location Main Campus-Berkeley Full/Part Time Full Time Add to Favorite Jobs Email this Job About Berkeley

At the University of California, Berkeley, we are dedicated to fostering a community where everyone feels welcome and can thrive. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

As a world-leading institution, Berkeley is known for its academic and research excellence, public mission, diverse student body, and commitment to equity and social justice. Since our founding in 1868, we have driven innovation, creating global intellectual, economic and social value.

We are looking for applicants who reflect California's diversity and want to be part of an inclusive, equity-focused community that views education as a matter of social justice. Please consider whether your values align with our Guiding Values and Principles, Principles of Community, and Strategic Plan.

At UC Berkeley, we believe that learning is a fundamental part of working, and provide space for supportive colleague communities via numerous employee resource groups (staff organizations). Our goal is for everyone on the Berkeley campus to feel supported and equipped to realize their full potential. We actively support this by providing all of our full-time staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. Find out more about how you can grow your career at UC Berkeley.

Departmental Overview

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 220 regular faculty members, 1,600 graduate students and 2,700 undergraduate students located in seven academic departments, Engineering is the second largest college on the Berkeley campus. A multiunit Dean's Office provides administrative, student services, development, and capital projects services. COE occupies ten buildings on the Berkeley campus and has extensive facilities at the Richmond Field Station. Operating expenditures for the College as a whole are close to $200 million annually. Under the auspices of the College of Engineering Dean's Office, Richmond Field Station (RFS) Operations and Facilities Management is responsible for maintenance of the physical plant at the Richmond site consisting of over 80 buildings and structures and involving approximately 500,000 assignable square feet. The staff of 12+ includes the RFS Manager, Superintendent, Management Services Officer, Skilled Craftspeople, Administrative Assistant III, Laborers, Custodians, and student workers. The operating budget is approximately $2 million per year.

The College of Engineering at UC Berkeley is recognized for its education and research excellence, consistently ranking among the top three Engineering colleges in the United States. With more than 220 regular faculty members, 1,600 graduate students, and 2,700 undergraduate students located in seven academic departments, Engineering is the second largest college on the Berkeley campus. A multiunit Dean's office provides administrative, student services, development, and capital projects services. COE occupies ten buildings on the Berkeley campus and has extensive facilities at the Richmond Field Station.

This position is responsible for managing the day-to-day functions of RFS, including procurement, financial administration, tenant coordination, and facilities-related projects. The role oversees budget tracking, reconciliation, recharge activities, and financial analysis while supporting contracts and grants administration. Coordinates operational processes, develops and implements policies, and leads process improvement efforts to enhance efficiency and compliance. Additionally, the position manages tenant relationships, supports space and infrastructure planning, coordinates high-level meetings and committees, and provides functional guidance across administrative, HR, and project activities to ensure effective and compliant operations.

Application Review Date

The First Review Date for this job is: May 14, 2026 - Open Until Filled

Responsibilities

• Operations: Manages the daily operations of RFS to include procurement, project management, and non-technical support with contracts and grants. Develop and monitor policies and procedures for departmental operations. Assists with updating RFS website content, communicates with RFS community. Assist with supervising projects and ad hoc work for daily operations, prioritizing safety and security. Tenants: Manages third-party tenants located at RFS. Ensure compliance with lease agreements and use permits issued by Facilities Services. Assist Real Estate Department and campus partners in acquisition of new tenant leases. Gathers information on RFS space logistics. Prepares short and long range planning for administrative services operations and improvements to processes. Manages resources and ensures efficient processes. Focuses on improving productivity, reducing costs, minimizing risk, and maintaining quality standards.
• Equipment/Assets: Assist with managing equipment inventory via the BETS system including tracking department equipment inventory.
• Budget & Finance: Creates BFS invoices, Aging reports, and communicates with tenants, researchers, student groups, and non-industry partners. Responsible for tracking expenditures, conduct financial analysis, and perform budget reconciliation. Creates Cal Answer reports for reconciliation and approval of revenue and expenses. Performs recharge administration of skilled worker labor and procurement of materials, goods and services. Assist in administration of complex budget planning and forecasting future procurement with budgetary allocation. Assist with contract and grants, Finance (bear buy transactions, supporting with financial and budgeting reports for the CoE Dean's finance team. Performs analysis to determine resource allocations on projects, project spending trends, and determine savings estimates based on changes to existing practices.
• Committees/Meetings: Manages and coordinates high level meetings with Dean's Office and campus leadership. Assists with fundraising initiatives. Serves on various committees; Arrange meetings and events with Registered Student Organization located at RFS and main campus. Serves on Ad Hoc committees and projects, Advisory Boards, including Student Advisory Board planning, coordinating with campus partners to ensure student orgs are supported.
• HR: Coordinates various HR activities regarding employment, training, ensuring the completion of forms and documentation is provided for HR and payroll, and assists in managing job postings. Summarizes financial and HR reports. Assists to ensure mandatory training and staff development are policy compliant. Assist in overseeing a small staff of support employees and student workers.
• Budget & Policy Analysis: Assists RFS leadership with project planning for departmental moves and building infrastructure upgrades. Activities include attending project meetings, interfacing/scheduling vendors, purchase order issuance and seeing projects through to their close. Ensures budgets stay within the scope of a prescribed budget for facilities projects and to provide oversight, analysis and report on annual and trend data related to facilities projects. Develop and manage budgets for building infrastructure that has recurring management/maintenance costs and perform policy analysis on building management procedures/policy, ensuring adherence to UCOP and UC Berkeley policies and protocols.

Required Qualifications

• Bachelor's degree in related area and/or equivalent experience/training.
• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and/or personnel management.
• Interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
• 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.
• Solid knowledge of common University-specific computer application programs.
• Ability to use discretion and maintain confidentiality.
• Strong skills in short-term planning, analysis, problem-solving, and customer service.
• Thorough knowledge of financial analysis and reporting techniques, and / or human resources policies and procedures for staff and academic employees.

Salary & Benefits

For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.

Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.

The budgeted salary or hourly range that the University reasonably expects to pay for this position is $97,572.24 (Step 1) to $118,932.48 (Step 11) yearly. This is a 100% FTE career position eligible for full benefits. This position is FLSA Exempt and paid monthly.

How to Apply

To apply, please submit your resume and cover letter.

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.

Misconduct Disclosure

As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy
UC Anti-Discrimination Policy
Abusive Conduct in the Workplace

Equal Employment Opportunity

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

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Preferred

Job Industries

• Other