Administrative Officer

About Berkeley

The University of California, Berkeley, is one of the world’s most iconic teaching and research institutions. Since 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world. Berkeley’s culture of openness, freedom and acceptance—academic and artistic, political and cultural—make it a very special place for students, faculty and staff.

Berkeley is committed to hiring and developing staff who want to work in a high performing culture that supports the outstanding work of our faculty and students. In deciding whether to apply for a staff position at Berkeley, candidates are strongly encouraged to consider the alignment of the Berkeley Workplace Culture with their potential for success at

Application Review Date

The First Review Date for this job is: August 15, 2019.

Departmental Overview

The Institute for Research on Labor and Employment (IRLE) is an interdisciplinary institute at the University of California, Berkeley that connects world-class research with policy to improve workers’ lives, communities, and society. We promote better understanding of the conditions, policies, and institutions that affect the well-being of workers and their families and communities. We inform public debate with hard evidence about inequality, the economy, and the nature of work.


Contracts & Grants
Serves as a resource to researchers (Principal Investigators) to help facilitate pre- and post-award contracts and grants administration. Analyzes issues and facilitates problem-solving. Follows up with relevant campus staff as needed to ensure accurate and timely proposal submission, grant reporting, and closeout. Identifies potential problems, including grant discrepancies and overdrafts. Manages internal proposal development timelines and award tracking using Salesforce. Prepares grant budgets which may be moderately to highly complex. Supports forecasting for overall IRLE budget management. Serves as the backup to the Contracts & Grants Manager during absences and performs other contract and grant duties as needed.

Human Resources
Serves as a liaison between IRLE and campus human resources services and payroll. Initiates and helps facilitate hiring and other HR activities within campus ticketing systems including completion of required paperwork. Serves as a point of contact to resolve HR and payroll issues. Follows up to ensure that issues are resolved and that employees are kept informed about the status of their requests.

Purchasing & Reimbursements
Reviews purchasing and reimbursements to ensure expenses are charged correctly and in compliance with University procurement and travel/entertainment policies and procedures. Coordinates expense transfers as needed. Maintains proper audit trail and that records are maintained according to the campus records retention policies. Works to resolve issues with challenging purchases and professional services agreements.


Participates in the development and revision of departmental operating procedures and guidelines to enhance and recommend changes to improve processes. Special projects or other duties as assigned, including possible supervision of student employee.

Required Qualifications

  • Bachelors degree in related area and/or equivalent experience/training
  • Previous experience with contracts and grants, or comparable experience
  • Ability to perform moderately complex financial analysis
  • Strong math skills and ability to work with a high degree of accuracy
  • Ability to work with minimal supervision
  • Exceptional organizational skills and demonstrated ability to set priorities, organize information, and to think critically
  • Ability to use discretion and maintain confidentiality on sensitive HR issues
  • Demonstrated ability to communicate clearly with tact and professionalism both orally and in writing
  • Ability to work in a high paced, high performing team
  • Demonstrated competence in the use of Excel and database software for grants management and financial reporting

Preferred Qualifications

  • Previous experience with purchasing/accounting and HR
  • Previous UCB work experience, in particular working knowledge of organized research units
  • Working knowledge of the UC Berkeley on-line systems: Bearbuy, Connexxus, the travel and entertainment reimbursement System, Cal Answers and UC Path
  • Experience using Salesforce
  • Proficiency in google office applications including google mail, drive and calendar
  • Demonstrated interest in IRLE’s mission

Salary & Benefits

Hourly Salary Range: $24.14 – $38.32. For information on the comprehensive benefits package offered by the University visit:

How to Apply

A cover letter is required: please tell us what interests you about this job and how your skill set is applicable to the work. Please submit your cover letter and resume as a single attachment when applying. Please visit and search for Job ID# 27408.

Other Information

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:
For the complete University of California nondiscrimination and affirmative action policy see: