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


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:


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


  • 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.


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

 Preferred Qualifications:

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