Director of Administration (0548U) - Physics #89868

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Departmental Overview

Physics is the largest department in the L&S Division of Mathematical and Physical Sciences. Personnel consist of 80 active faculty and emeriti, 40 career and 15 casual staff, and 400 teaching assistants, readers, research personnel, postdocs, fellowship recipients, and visiting scholars. It has 280 graduate students, 363 undergraduate majors, and 8300 students enroll in its courses each year. Its faculty fully participates in teaching and administration and conducts world-class theoretical and experimental research. Physics manages three distinct buildings, and its complex also houses and provides services to several research centers, the Physics Library, and multiple research labs. This position manages the full range of general operations of an academic organization. Administrative services include activities in finance, coordination and oversight of regional services, academic personnel, receiving, , IT, Development (fund raising, revenue generation), safety, facilities, student services, instructional support including laboratories, outreach and lecture demonstrations, and the Machine Shop recharge operation. General management includes long and short range strategic planning in determining the administrative mission and directing all administrative activities of the department through subordinate management staff is in alignment with strategic plan of the department.

Position Summary

The Administrative Manager 2 manages the full range of general operations of an academic organization in support of the teaching, research, and service programs for the Department of Physics. This position establishes operational objectives and work plans, delegates assignments to subordinate managers, and directs all department administrative operations through subordinate management staff in alignment with the department strategic plan. The Administrative Manager 2 oversees administrative services including finance, IT, facilities support, student services, academic personnel, development, safety, and instructional support, and provides leadership for long and short range strategic planning for administrative, academic, instructional and research program support.

Application Review Date

The First Review Date for this job is: November 19, 2026

For full consideration, please apply on or before the first review date.

Responsibilities

Department Operations Leadership - 50%

• Leads and manages, plans and administers operations of a large teaching and research science department, complex due to the range of its programs, facilities and activities, the specialized and highly regulated laboratory environment, the wide range of staff expertise and the multiple fund sources required to support its programs. Administrative services include the following functions: IT, facilities support, including design and oversight of research laboratories, student services, budgetary and financial management, recharge administration, academic personnel, support of upper and lower division instructional: laboratories, fund-raising, communications & program development, receiving, space planning and safety program services. Participates in development and implementation of long- and short-range administrative strategic and tactical plans that align to Department strategies.
• Is responsible for coordination, organization, staffing and oversight of Physics services. Plans and participates in modifications to existing programs, services, and facilities. Promotes administrative innovation, quality customer service and respect for diversity, teamwork and open communication. Reporting directly to Department Chair, develops strategic goals and plans for administrative, academic, instructional and research program support. Independently directs all department administrative operations, exercises authority to solve managerial and program problems. Makes recommendations to ensure that acceptable quality and levels of support services are provided including staffing levels.
• Makes decisions on administrative or operational matters and ensures achievement of operation's objectives that have department-wide impact. Continuously evaluates budgets, programs, and services to respond to changes in federal, state, and UC policies, procedures and systems as well as campus and Department priorities. Determines minor and major changes to department's staffing model to respond to internal and external changes. Manages changes through effective and flexible planning and innovation in order to provide the necessary support for teaching and research programs.
• Accountable to Dean's Office for compliance with operational and policy requirements. Interacts with higher-level management (e.g., Department Chair, L&S Deans' Office, and Chancellor's Office) on controversial situations, customer negotiations, or influencing and persuading other constituents.
• Develop and manage programs and initiatives that promote and generate significant revenue for the department.
• Partners with Berkeley Regional Services Leadership to ensure correct staffing and the adequacy of service delivery. Designs goals and objectives to improve services. Meets regularly with BRS partners to be informed about personnel and policy changes.

Financial Management - 25%

• Oversees all financial affairs. Performs policy and issue research and analysis for all aspects of the departmental budget and allocation of resources, planning for research, instructional, and multi-department grants and programs, gifts and student scholarships. Develops and monitors appropriate financial controls and reporting in compliance with campus and agency requirements. Develops sound financial practices and controls.
• Accountable for financial health of department. Identifies resources for departmental priorities, including areas such as departmental contributions to faculty recruitment and retention, facilities projects, and resources devoted to supporting the PhD program.
• Working with the chair develops annual Faculty FTE Call and contributes heavily to the every-ten-year Academic Program Review.
• Prepares high value strategic reports and develops presentation that require a strong understanding of the Campus & Departmental programs and strategic direction. Significant analytical skills needed to bring together financial and resource information into a high quality package of information that is used to influence campus decision makers at the Deans Level and beyond.
• Responsible for analyzing, allocating, and effective use of all available Department financial resources ($50M annually).

Staff Leadership - 15%

• Provides leadership oversight of the ~40 FTE staff. Oversees management of business, academic, and research support services. Plans and coordinates the implementation of administrative policies, procedures, and standards necessary to ensure uniform, effective, and appropriate business practices.
• Manages employees in diverse titles, levels, and areas of responsibility in an environment of continually changing personnel programs and campus priorities for human resource management. Addresses labor relations and employee relations issues of a diverse workforce composed of academic, technical, and administrative staff.
• Ensures workforce planning including staffing, performance appraisals (goals setting), and salary management are effective and efficient and align to the goals of the Department and strategies set by upper Administration.

Policy Development - 10%

• Serves as key administrative officer and spokesperson for unit's functional programs, oversees analysis and policy development for issues and processes.
• Develops, modifies, and executes campus policies that affect immediate operation(s).
• Formulates policies and guidelines which apply to faculty, students and staff in order to carry out the department's mission.

Required Qualifications

• Advanced skills in strategy development, financial analysis, reporting techniques, systems planning and change management, including specialized knowledge of academic, research, and business administration in a large, complex department with diverse funding sources. This should include knowledge of a full range of business services, human resources, fiscal controls and risk management, policy analysis and development, best practices, information systems/communications planning, organizational development and design, contract and grants administration, academic support and the implementation, and administration of courses of instruction.
• Strong leadership abilities to oversee multiple functions through subordinate managers. Ability to lead, manage and motivate a large multi-functional staff and to foster a positive, cohesive and effective organizational structure.
• Excellent interpersonal skills with ability to exercise tact, resourcefulness, good judgment, understanding, and persuasion to effectively lead, motivate, and influence others, all while developing and maintaining high standards of customer service. Excellent skills to work collaboratively and act persuasively in sensitive situations; skills in conflict resolution techniques. Excellent analytical and project management skills. Strong ability to quickly evaluate complex issues, to identify multiple options for resolution, and to effect solutions.
• Ability to develop creative approaches through originality and adaptability; to resolve policy, management, or personnel dilemmas; to apply established policies and procedures in new ways to solve problems; and to recommend changes in policies and procedures as needs change.
• Ability to work effectively with a wide range of individuals across the campus; to work independently as well as part of a team; to prioritize assignments and follow through with minimal direction; to perform effectively under conditions of frequent interruptions, fluctuating workloads and conflicting time demands; to maintain strict confidentiality of sensitive information. Ability to influence across organization lines and solve difficult workplace issues.
• In depth knowledge of common campus-specific and other computer application programs and/or the ability to learn.
• Experience in managing a fundraising function and developing revenue generation programs.
• Knowledge of ongoing State, UC System, University and Departmental environments sufficient to permit effective long-range planning of finances, staffing, teaching and facilities including at the capital projects level.
• Ability to establish metrics and improve processes for department. Establish performance based employee goals.
• Must pass a background check.

Education / Training

• Bachelor's degree in related area and / or equivalent experience / training (Required)

Salary & Benefits