Business Operations Manager, Bakar Labs (Administrative Officer 4) at QB3
Berkeley, CA, US

OVERVIEW:

UC Berkeley in partnership with QB3 is launching Bakar Labs, the flagship life science focused incubator on the UC Berkeley campus. Bakar Labs will be a vibrant and well-equipped incubator that can host up to 80 startup companies developing products in therapeutics, diagnostics, research tools, agriculture and new foods. Bakar Labs is part of the Bakar BioEnginuity Hub a new campus-wide initiative whose mission is to stimulate entrepreneurship at the intersection of engineering, physical sciences, computer science and biology.

Bakar Labs is seeking a Business Operations Manager to play a critical role in the success of the incubator and will be responsible for directing operations in the following areas:

RESPONSIBILITIES:

Create Processes, Monitor Cash flow, Troubleshoot:

  • Leverage existing purchasing and accounting campus resources to create processes which accurately and efficiently track all income and expenses for the incubator.
  • Monitor all income from tenant leases, tenant premium services, and industry partnership revenue.
  • Recognize and take action to rectify irregularities.
  • Assist enterprise employees with HR support such as future hires, including job descriptions, compensation, applicant reviews.
  • Establish and update accounting codes for all the charges made to tenants (space: benches, private labs, desks, offices, conference room rental, services: glass wash and autoclave services, copiers)

High Level Budgeting and Planning:

  • Provide analysis for highly complex budgetary funding, financial and resource projects including: Assisting Managing Director with budget creation and reporting on key performance indicators.
  • Manage budget and profit/loss statement for the enterprise.

Record All Cashflows In/Out:

·       Develop and prepare complex budgets with multiple funding sources.

  • Activities include: Entering billings to accounts payable/ receivable including utilities, custodial, facilities services trades, EH&S inspections and support, UCPD card key, security and video support.
  • Report significant variances that impact operations.

Tenant Onboarding, Support and Termination:

  • Execute tenant lease/termination in coordination with incubator management team.
  • Generate billing processes.
  • Track tenant space assignments, the use of in-house premium services and adjustments.
  • Maintain tenant data including company summary, logo, tenant employees with titles, cell phone contact info, lease start date, key points of contact.
  • Manage cardkey assignments according to incubator staff and tenant staff changes.

Inbound Inquiries and Visitor Support:

  • Oversee the response to inbound inquiries, via email or phone inquiry.
  • Schedule and occasionally provide tours to prospective qualified tenants.
  • Coordinate front desk and reception coverage.

Daily Office Operations:

  • Provide planning and logistical support for day-today office activities as needed including catering, setup, furniture rental, technology support.
  • Manage facility calendar for events.
  • Maintain orderliness (non-custodial) of non-laboratory incubator areas.
  • Manage distribution of tenant mail.
  • Purchase and maintain office supplies, phones, copiers, computers, web services, etc.

Supervision of Direct Reports:

  • Supervision of a small group of support and professional staff in the areas of Financial Analysis, Facilities, and front desk and data support.
  • May supervise a small staff of professional support employees and/or students.
  • Represents the department on business affairs to the institution community and serves on committees.
  • Leads administrative team to ensure all day-today issues are dealt with.
  • May delegate tasks to team members, track progress, and ensure deadlines are met.
  • Go-to person for day-to day operational guidance.
  • May coach employees as needed.
  • Handle escalations relating to administrative team.
  • Performs and/or oversees special projects or assignments that are sensitive or complex in nature.
  • Provides analysis for highly complex budgetary funding, financial and resource projects


REQUIRED QUALIFICATIONS:

  • Advanced knowledge of or ability to quickly learn University rules and regulations, processes, protocols and procedures for budget, accounting, and fund management, and / or personnel management.
  • Advanced interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising and counseling skills.
  • Advanced knowledge of a variety of administrative operational activities such as event planning, basic fundraising processes, risk management planning, website design, accounting and payroll, and contracts and grants regulations and guidelines.
  • Advanced knowledge of or ability to quickly learn common University-specific computer application programs.
  • Ability to use discretion and maintain confidentiality.
  • Advanced skills in short- and long-term strategic planning, analysis, problem-solving and customer service.

EDUCATION / TRAINING:

  • Bachelor’s degree in related area and / or equivalent experience / training.

 Preferred Qualifications:

  • Five years of working experience in accounting and financial analysis.