Administrative and Operations Coordinator (4800C) #85819

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 Office of Environment, Health & Safety's (EH&S) mission is to protect the health and safety of our community and environment.

EH&S is a highly dynamic, fast paced, committed organization focused on promoting workplace safety and environmental protection for the campus community. We are comprised of many scientific, technical, and administrative professionals, working in an evolving, learning, and sometimes challenging environment with a unified goal of supporting the University's mission of teaching, research and public service. EH&S strives to be an inclusive, service oriented, and operationally excellent organization and is seeking highly motivated individuals who want to learn, be creative, seek continuous competency development, and contribute to our mission.

For more information, visit http://ehs.berkeley.edu

Position Summary

The Administrative and Operations Coordinator provides comprehensive administrative and operational support for the Office of Environment, Health & Safety (EH&S).

Application Review Date

The First Review Date for this job is: May 8, 2026. For full consideration, please apply on or before the first review date.

Responsibilities

Leads and administers complex recharge operations across EH&S programs and campus partners, applying advanced administrative and analytical concepts to ensure fiscal integrity, compliance, and operational efficiency.

Serves as the department's principal advisor on recharge processes, interpreting UC and campus financial policies and developing procedures to improve rate application, client billing accuracy, and cost-recovery tracking.

Designs and implements workflow systems for client agreements, documentation, and service updates; ensures data accuracy, timely renewals, and transparent reconciliation with divisional finance and VCR offices.

Collaborates with senior management and program leads to evaluate operational needs, recommend recharge strategies, and align fiscal planning with campus financial objectives.

Applies project-management principles to coordinate cross-functional initiatives that streamline recharge operations, document process improvements, and enhance communication between EH&S and central administrative units.

Independently manages the department's full procurement and contracting portfolio, applying advanced administrative and analytical concepts to ensure compliance, fiscal accountability, and operational efficiency across all EH&S units.

Leads the end-to-end purchasing process-from requisition and vendor setup through invoicing, reconciliation, and audit review-and advises program managers and senior leadership on procurement best practices, budget impacts, and contract terms.

Analyzes expenditure trends and vendor performance to identify cost-saving opportunities, recommend sourcing strategies, and strengthen vendor partnerships. Ensures that purchases are properly funded, accurately coded, and aligned with divisional financial plans and campus chart-of-accounts structures.

Serves as the department's subject matter expert and campus liaison for BearBuy, Vendoring, and Procurement offices, providing guidance on complex or escalated purchasing scenarios. Develops and implements procedures to improve procurement accuracy, turnaround time, and internal controls.

Monitors changes in UC, state, and federal procurement policies and proactively updates departmental practices to maintain full regulatory compliance.

Purchasing authority up to $9,999 under delegated signature.

Working within the administrative services model. Duties include procurement from order inception to delivery of products, vendor, P.O. and contract setup, and payment management, including as authorized campus 'Inviter' for vendors.

Supports all stages of vendor and contractor procurement and coordinates with program staff and vendors/suppliers to receive required forms and documentation for purchases.

Prepares, submits and tracks purchase order requisitions; receives and submits invoices; tracks payout cycle; and proactively communicates with vendors/suppliers on payment expectations.

Complies with applicable campus procurement regulations regarding use of purchase orders, payment requests, and credit card purchases.

Functions as the resource such as researching financial discrepancies, escalated customer service problems and vendor concerns.

Works with other campus offices, shared services, BearBuy Help Desk, Vendoring, procurement buyer, the disbursement office, travel and reimbursement, and vendors to ensure completion of all unit purchasing, reconciliation, billing and payments.

Monitors and assesses changes to maintain compliance with federal and state requirements and internal policies.

Independently manages the department's portfolio of MOUs, inter-campus agreements, and systemwide partnerships-including UCOP Centers of Excellence and Shared-Services arrangements-to ensure financial compliance, timely execution, and accurate cost recovery.

Collaborates with the Finance Director and senior leadership to develop funding models, determine recharge applicability, and align agreement structures with University policies and approved rate methodologies. Provides fiscal and operational guidance to program managers and subject-matter experts during the proposal and negotiation stages.

Serves as the department's liaison with campus contracting, VCRO/VCA finance offices, and partner institutions to interpret terms, resolve funding discrepancies, and facilitate renewals or amendments.

Audits, reconciles, and reports on payments received and expenditures charged to each agreement, ensuring alignment with recharge rates and budget forecasts. Designs and maintains tracking systems that enhance transparency, documentation accuracy, and timely follow-up on outstanding commitments.

Coordinates departmental administrative and operational practices, ensuring compliance with University policies, accuracy of personnel and payroll actions, and effective communication between staff, supervisors, and central office

Provides oversight for departmental administrative operations, ensuring accurate timekeeping, payroll processing, and personnel transactions in compliance with University policy and campus procedures.

Serves as the department's primary UCPath transactor, managing position funding, position control, and related HR actions.

Advises supervisors and employees on timekeeping and payroll matters, interpreting policy and resolving complex discrepancies in collaboration with Central Payroll and HR offices.

Participates in onboarding and offboarding processes at department level.

Reviews CalAnswers and other financial and operational reports to audit recurring departmental expenses-such as telecom, fleet, and property management, payroll-and recommends corrective actions or process adjustments to ensure accountability and cost-effectiveness.

May serve as a work lead to administrative staff (e.g., Office Manager), establishing priorities, reviewing work for accuracy, and fostering a culture of service excellence and continuous improvement.

Staff Development: Works on professional committees and assignments, participates in professional training and attends relevant conferences, and/or is mentored or coached on a formal or informal basis.

Other duties as assigned, including but not limited to:

• Completes and maintains compliance on campus/systemwide training requirements, as well as any training necessary per role.
• At the request of campus management (EH&S Director, VC Administration/ Research, UCPD Chief, or designated alternate), serve in a designate role within the EH&S Emergency Support Function and be on call to the campus Emergency Operations Center in a campus designated disaster or campus hazardous material release/threatened release. Provide appropriate emergency response role based upon expertise and, where applicable, designated departmental role
• Performs additional duties within the scope of this classification as assigned.

Required Qualifications

• Thorough knowledge of University rules and regulations, processes, protocols and procedures for budget, accounting and fund management, and / or personnel management and/or ability to learn or ability to quickly learn.
• 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 vendor and contract oversight, facilities and inventory audits, risk management planning, and event or meeting coordination.
• Demonstrated proficiency in University-specific computer application programs (e.g., BearBuy, UCPath, CalAnswers), and common productivity tools (e.g., Microsoft Office, Google Enterprise Workspace) and/or ability to learn or ability to quickly learn.
• Ability to multi-task with demanding timeframes.
• Strong analytical / problem-solving skills: advanced skills in short-term and long-term planning, analysis, problem anticipation, and problem solving.
• Ability to use discretion, maintain confidentiality, and exercise sound judgment in sensitive situations.
• Strong skills in short-term planning, analysis, problem-solving, and customer service.
• Thorough knowledge of financial analysis and reporting techniques applicable to budget coordination and recharge operations.

Preferred Qualifications

• Knowledge of UC recharge processes and related compliance requirements and/or ability to learn or ability to quickly learn.
• Familiarity with UCOP's Centers of Excellence program and other systemwide operational initiatives and/or ability to learn or ability to quickly learn.
• Experience with conducting operational audits (e.g., inventory, facilities, vehicle, or recurring expense reviews).
• Working knowledge of basic financial analysis and reporting techniques.

Salary & Benefits

This is a full-time, exempt, monthly-paid position that is eligible for UC 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 annual salary that the University reasonably expects to pay for this position is $97,572.24 (Step 1.0) - $116,593.92 (Step 10.0), commensurate with experience.

How to Apply

• To apply, please submit your resume and cover letter.

Other Information

• This position is governed by the terms and conditions in the agreement for the Clerical & Allied Services Unit (CX) between the University of California and Teamsters Local 2010. The current bargaining agreement manual can be found at: http://ucnet.universityofcalifornia.edu/labor/bargaining-units/cx/index.html
• This is not a visa opportunity. This position does not include sponsorship of a new consular H-1B visa petition that would require payment of the $100,000 supplemental fee.
• This position is eligible for up to 40% remote work. Exact arrangements are determined in partnership with your supervisor to meet role responsibilities and department needs and are subject to change.

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

SB 791 and AB 810 Misconduct Disclosure Requirement: 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.