Job Requisition Number: 26075. The College of Engineering (COE) at UC Berkeley provides oversight support for two independently managed recharge operations – the Marvell Nanofabrication Laboratory (NanoLab) and the Cory Hall Machine Shop. The Machine Shop provides custom mechanical and facilities support for the NanoLab and for faculty research laboratories and support spaces throughout the College of Engineering. The Machine Shop supports research and education facilities and equipment in the areas of integrated circuits and systems; micro/nanofabrication technologies for integrated microelectronics, optics and MEMS; and advanced materials design and development for a wide range of interdisciplinary applications. The Machine Shop provides siting, fit-up, design, fabrication, modification and repair of specialized precision instruments and specialized support systems within College of Engineering and to other campus and inter-campus departments.
The Machine Shop is equipped with a wide range of machinery including engine lathes, vertical and horizontal milling machines, drill presses, off-hand grinders, belt sanders, band saws. Specific equipment used in teaching manufacturing processes include Servo 4-Axis CNC mill, (3) Bridgeports 9' x 26' with Dro's, 15' Clausing Lathe with Dro and many more. The shop can produce precision machine work with tolerances to 0.0001' for all types of materials, including various metals, plastics, composites, & woods. The welding shop features capabilities to weld both ferrous and non-ferrous metals ranging from .006' thin stainless steel to 1' thick aluminum. The Machine Shop specializes in ultra-high vacuum system fabrication and orbital welding.
This position has primary responsibility for billing, accounting, and collecting all revenues for the Machine Shop from multiple sources, including campus funds, intra-campus funds, external university funds, national lab funds, and external industry funds. In addition, this position provides ongoing financial/administrative backup support and coverage of NanoLab FSA3 to the NanoLab recharge center. The combined total of both recharge centers annual operating budgets is well over $6M. Responsibilities include a variety of operational and financial transaction services, to ensure the Machine Shop recharge unit operates within the break-even tolerance requirement, and in accordance with the mandated Recharge Activity Certification reviewed on an annual basis by the Campus Budget Office.
30% Applies financial services concepts (i.e., accounting, accounts receivable, accounts payable, collections and billing), to resolve issues, and prepare business process procedures and policy recommendations. •Under limited supervision by the Administrative Officer 4, incumbent provides analytical support for recharge operations. •Perform fiscal closeout for recharge center; prepares year-end closing activities to include Fiscal Year Report. •Responsible for successful execution of the annual recharge activity self-certification for the Cory Hall Machine Shop; ensure compliance with the Campus Budget Office requirements. •Monitor and develop flexible recharge rate structure to make service more available and affordable to COE customers as well as other departments on campus. •Analyzes costs and expenses to define the annual recharge unit operates within the breakeven tolerance range, and in accordance with its budget. •Researches, develops and implements new and changing business processes. •Assesses and recommends changes to maintain compliance with recharge policy business practices and campus procedures.
25% Recommends and implements quality customer service standards and procedures to affect various constituencies, including internal department, students and external vendors. •Acts as back up to NanoLab FSA 3; responds directly to members and external affiliate companies on all billing matters. •Collects and processes NanoLab gift support funds from outside entities. •Oversees adjustments and credits for recharge activities such as lab equipment usage, inventory item purchases, and access fees performed by other administrative staff. •Verifies all changes requested to preliminary Nanolab usage report by billing contacts on campus are processed prior to final billing. •Interfaces directly with external industry affiliate companies to gain access NanoLab, including contract, insurance coverage, and memoranda of understanding. •Reviews incoming engineering test requests from outside vendors for accurate pricing quotes, invoicing details and assurance of purchase order from vendor before request is processed by NanoLab. •Represents the Machine Shop (and the NanoLab) at the Lab Orientation Course held each month, as well as annual internship events and other forums. •Other duties as required to assist our organization surpass service expectations and promote Berkeley’s Operating Principles (i.e., We include and excel, together; We imagine and innovate; We simplify; We are accountable to each other; We focus on service).
15% Applies a wide variety of internal and external policies and regulations to address a range of issues such as regulatory compliance, tax implications, recovery of cash, risk management, and the organized implementation of a diverse range of financial services for students and departments. •Uses the Mercury computer system to track all recharge activities for billing of services to various entities. •Uses the Berkeley Financial System (BFS) to directly bill campus funds for Machine Shop services on a monthly basis. •Uses BFS for intra-campus journals to bill other UC campuses for services. •Uses BFS/AR to bill external entities, including non-UC universities, national labs, and private affiliate companies. •Interface with Billing and Payment services for processing of incoming ACH/Wire payments for the BFS/AR payments. •Oversees access to Machine Shop resources (e.g., Fastenal supplies, Forklift, etc.) and ensures availability (as appropriate) to NanoLab and other departments on campus. •Participates in the development and revision of the Shop’s operating procedures and guidelines, communicates changes to Shop members as needed. Ensures minutes of Shop meetings are accurately recorded and kept for reference.
10% Ensures that financial processing functions which may include Accounts Payable, Accounts Receivable, Cashiering and Collections are performed by lower level staff with accuracy and that daily operations run smoothly. Train staff and create an effective teamwork environment. •Manage accounts payable using Mercury Purchasing Database and BFS to prepare, process, and track invoices, purchase requisitions, and authorizations, as well as supplies and equipment expenses. •Train and provide direction to department users in reimbursement and payment processes systems as necessary.
10% Reviews and approves financial data and transactions. •Provides support to procurement manager for approvals of BearBuy requisitions and vouchers. •Reviews, ensures accuracy and compliance, and approves Match Exceptions in order to resolve discrepancies between invoices and purchase orders by researching and using in-depth knowledge of full procure-to-pay processes. •Reviews and approves departmental BluCard transactions, and Travel and Entertainment reimbursement requests. •Reviews Machine Shop monthly recharge billing calculations prior to preparation of final billing. •Communicates directly with customer contacts to resolve PO funding allocation issues. •Acts as resource to NanoLab administration team on financial and budgetary matters.
10% Documents procedures for financial activities. •Archive, as appropriate, financial reports and documentation on shared drives for access by other administrators. •Maintains records of all financial transactions and activities of the Machine Shop in compliance with campus policies and procedures.•Thorough knowledge of financial processes, policies and procedures. •Knowledge of financial data management and reporting systems. •Must be proficient in use of Microsoft Office and common desktop/web applications. •Strong interpersonal skills, analytical skills, service orientation, active listening, critical thinking, attention to detail, ability to multi-task in a high volume environment, organizational skills, effective verbal and written communication skills, sound judgment and decision-making; ability to develop original ideas to solve problems. •Leadership skills to provide guidance, coaching and mentoring to professional and support staff. •Minimum 2 to 5 years working in higher education environment. •Responsible and able to work with little or no supervision. •Provide excellent customer service. •Able to use discretion and maintain confidentiality.
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