Director of Business Operations, Graduate Division (0547U) 22766
University of California Berkeley
Location: Berkeley, California
Internal Number: 2450612
Director of Business Operations, Graduate Division (0547U) 22766
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: 9/3/2021
As a central service center for the entire campus, the Graduate Division works to guide and assist students from the moment of admission, through the various milestones of their progress, to the completion of their degree requirements. We provide academic, personal, and professional support services that are vital to the everyday well-being and life-long successes of Berkeley master's, professional, and doctoral students. As the authoritative resource and chief advocate for graduate education, the Graduate Division ensures the equitable administration of policies governing graduate studies across Berkeley's 14 schools and colleges. As the administrative arm of the Academic Senate's Graduate Council, we partner with the faculty and staff of each program and the deans of each school and college to maintain the world-renowned quality of Berkeley's graduate education.
Responsible for managing the administrative operations of the Graduate Division which includes all or most of the following functions: facilities and space planning, research administration, budgetary & financial management, human resources, IT desktop support and risk management. Manages a high functioning team of professional staff. Exercises judgment in selecting methods, techniques and evaluation criteria for obtaining results. Manages campus-wide graduate student aid budget, accounting and reconciliation. Senior operational advisor to the Vice Provost for Graduate Studies and Dean of Graduate Division (VPGS). Support campus and strategic planning and decision making through the analysis, presentation, and distribution of graduate aid data. Respond to informational requests from OP and campus with very limited general guidance from management. HR Liaison to Berkeley Regional Services BEARS team.
Assumes accountability for decisions made by subordinates. Prepares short and long range planning for administrative services and operations and improvements to processes. Establishes and recommends change to policies which affect the department. Represents the department on business affairs to the institution community. Troubleshoots problems in consultation with staff, supervisors, managers, assistant and associate deans, dean and develops solutions to issues. Erroneous decisions or failure to achieve goals results in additional costs and personnel, and serious delays in overall schedules.
Budget and Fiscal Management:
Responsible for formulating, managing and monitoring Operations Budget (OLDGG): $9M in university funds) and Fellowships Budget (OQFEL: >$60M in university funds, >$20M in contracts and grants). Performs highly complex and advanced analysis techniques, understands past performance and determines present and future performance and/or resource allocations.
Analyzes past patterns of graduate aid usage, tracks multiyear trends and identifies key factors in determination of graduate aid usage to drive policy considerations. In consultation with managers, refine or adapt methodologies to adjust to changes to student aid programs and the affect those changes will have on awarding policies.
Designs systems for forecasting expenditures, creates predictive aid models accounting for multiple, interactive scenarios and economic factors which allow campus and leadership to understand financial impacts of proposed graduate aid program changes (e.g. stipend levels, tuition and fee award amounts).
Establish internal policy for operational and administrative functions and makes revisions in response to Campus Internal Audit recommendations. Recommend and implement management reporting systems, including variance reports and financial statements.
Oversee and organize operations of the Budget and Finance unit within Graduate Division, including campus-wide student aid accounting and reconciliations. Monitors employee performance and provides training, direction, assistance, and counseling when necessary to subordinates. Recommends hiring, promotion, corrective action, and separation when appropriate. Leads a team of professional analysts.
Directs subordinate staff to perform advanced analysis techniques on graduate student financial award data. Using a wide array of complex data from the Cal Answers Financials, Campus Solution (CS), the Student Information Systems (SIS), Payroll (UCPATH), Cyber Source, and other information sources to provide analyses and summaries of student and student financial data. Pre and post award management of contracts and grant fund accounting and closeouts for graduate students managed by the Graduate Division on behalf of the Campus (these contract and grants encompass all graduate students and cross departmental and divisional lines).
Operational and Administrative Management:
Manages, plans and administers all administrative operations of the Graduate Division related to operations, human resources, personnel and payroll services, IT desktop support, facilities, research administration, budgetary financial management, financial services, capital planning, risk management, purchasing, inventory and maintenance. Insures compliance with University regulations and procedures and has final authorization on financial matters.
Prepares short- and long-range planning for divisional operations and improvements to administrative processes. Establishes and recommends change to policies which affect the organization. Provides department support in the areas of business process analysis and design, system or procedure testing and implementation, documentation, security, workflow, and customer feedback. Oversees a continuous improvement program for operations and administrative processes and procedures to ensure efficient use of resources and clearly defined roles and responsibilities.
Conduct financial, administrative and organizational analysis, engage in long-range financial and administrative planning, assess the adequacy of the full range of resources (including academic and non-academic staff as well as financial, all fund sources) and propose innovative solutions.
Coordinate and implement new operational and administrative systems, organizational change efforts and continuous improvement for meeting departmental goals. Serves as Chief Administrative Officer and partners with the Chief of Staff in strategic long-range planning. Partner with other campus departments to implement cost-savings programs and reduce staff workload. Provide consulting to internal departments and units in developing performance measures and advise senior management in those improvements that contribute to overall operational performance of Graduate Division units. Develop and implement training programs for staff performance improvement and departmental customer and business services.
Project the impact of programmatic changes and develop and articulate accommodation plans. Compare data trends and recommend changes in distribution of resources.
Develops and monitors operational and budget processes, finance, human resources and space planning. Manages systems and procedures to protect departmental assets. Represents the department on business and financial affairs to the institution community.
Advise VPGS, Assistant Deans, Associate Deans, Directors and Managers on operations, financial, and administrative policies and strategies.
HR Liaison for the Graduate Division and Berkeley Regional Services BEARS team. Monitor, update, change appointments for staff, students and academic employees. Merit/equity reviews and proposals, compensation classification preparation and review for submission to Campus Compensation team. Develop strategies within the departments; determine staff needs and implements personnel actions. Insure employee development and training and reallocate resources as needed to meet the needs of the departments. Manage major elements and procedures related to staff and academic personnel (hiring/searches/merits/promotion cases/professional development efforts). Analyzes and interprets personnel policies and union contracts.
Oversees and organizes operations of the Budget and Finance unit within Graduate Division, including campus-wide student aid accounting and reconciliations. Monitors employee performance and provides training, direction, assistance, and counseling when necessary to subordinates. Recommends hiring, promotion, corrective action, and separation when appropriate. Leads a team of professional analysts.
Directs subordinate staff to perform advanced analysis techniques on graduate student financial award data. Using a wide array of complex data from the Cal Answers Financials, Campus Solution (CS), the Student Information Systems (SIS), Payroll (UCPATH), Cyber Source, and other information sources to provide analyses and summaries of student and student financial data.
Pre and post award management of contracts and grant fund accounting and closeouts for graduate students managed by the Graduate Division on behalf of the Campus (these contract and grants encompass all graduate students and cross departmental and divisional lines).
Broad knowledge of the organization's processes, protocols and procedures with a focus on operations, budget, account and fund management and / or personnel management under labor contract(s) and personnel policy.
Thorough knowledge of financial management, strategic planning and organizational development including financial analysis and reporting techniques; human resources and risk management planning; accounting and payroll
Excellent judgment and superb interpersonal skills (both verbal and written) to effectively lead, motivate and influence others and to develop and maintain high standards of customer service
Skills in organization and customer service to effectively manage multiple important priorities. Proven ability to organize department work functions in an efficient and effective manner.
Broad knowledge of common organization-specific and other computer application programs.
Demonstrated working knowledge of Microsoft Excel, Microsoft Word and similar applications such as Hyperion, Cognos and PeopleSoft
Excellent skills to work collaboratively and act persuasively in sensitive situations; skills in conflict management techniques. Skills to work collaboratively with other locations.
Proven skills to quickly evaluate complex issues and identify multiple options for resolution.
Ability to use tact and diplomacy in planning, problem solving and decision making
Demonstrated management and conflict resolution skills to effectively lead and motivate others.
Excellent analytical skills, including a demonstrated understanding of the concepts of internal control systems; knowledge of generally accepted accounting policies and procedures
Excellent project management skills, including the capability of managing capital projects. Demonstrated ability to participate in and carry out planning and coordination of complex projects with tasks, timelines, exhibiting analytical and decision-making skills
Critical thinking paired with strong skills in team work and use of judgment in determining priorities
Demonstrated skills in budgetary and finance management
Bachelor's degree in Business Administration or equivalent training / experience.
At least 5 years of progressively responsible academic, financial management, and human resources management experience
5 years' experience hiring and managing high-performing employees
Salary & Benefits
Salary commensurate with experience. For information on the comprehensive benefits package offered by the University visit:
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:
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.