Administrative and Operations Coordinator , Helen Wills Neuroscience Inst

Overview

Position summary not separated as a separate line in the original; this role provides administrative support to the HWNI Manager and HWNI Executive Director. It includes support in event planning, office management, communications, and coordination of spreadsheets and documentation.

• Mass Communications:
  Serves as HWNI's mass communications lead and assembles, reviews, and distributes pre-written HWNI communications for internal and external clients including a quarterly newsletter and weekly seminar emails.
• Website management: including adding pre-written updates, events, and social media accounts:
  Linked In, Website, News, etc.
• Transcription and organization of provided technical writing for appropriate outlets in collaboration with internal technical writers.
• Graphic design knowledge and ability to craft posters, newsletters, announcements, website organization, etc.

• Event Planning:
  Manages catering, UCB space bookings, etc. for meetings, seminars and other on-site HWNI events and occasional off-site events.
• Coordinate events large and small; booking hotel rooms, ordering catering, managing invoices, obtaining quotes, and serving as a point of contact with guest speakers for seminars and conferences.
• Serve as HWNI liaison when coordinating with other departments and/or event coordinators.

• General Office Management:
  Oversee office supply auditing, ensure shared HWNI spaces are in working order, open and follow up on tickets related to HWNI spaces/building, receive and deliver mail, audit invoices/orders, manage incoming emails to HWNI spa account, and liaise with facilities/vendors.

• Document Assembly & Detail Review:
  Prepare internal/general correspondence, meeting invitations, agendas, and other materials; assemble spreadsheets; edit and proofread for content consistency, accuracy, and polish.

• Training & Student Assistant Support:
  Provide guidance to student assistants and assist with training new hires and students on clerical and administrative tasks including UC Berkeley programs and communications.

• Data & Information Management:
  Manage and track internal items and spreadsheets (e.g., HWNI internal directory, office/lab assignments, keys, equipment); review data sheets and UC Berkeley data programs with attention to detail.

• Purchasing & Reimbursements:
  Purchase office supplies, catering, and refreshments; prepare travel/entertainment quotes, invoices, and reimbursements; submit reimbursements for HWNI staff, faculty, guests; use Bear Buy, BFS, Reimbursements, Blu Card, and related programs.

• Equipment Management:
  Create requests, site visits to tag/catalog equipment, update databases, audit equipment; set up audio-visual equipment and Zoom for meetings and events; troubleshoot as needed.

Triages and escalates administrative requests from staff, faculty and students and takes appropriate action or assigns to the appropriate personnel.

• At least 2 years of relevant administrative assistant experience.
• Strong interpersonal and customer service skills.
• Collaborative team player comfortable with a variety of groups.
• Advanced written and verbal communication skills.
• Effective problem-solving skills and proactive task management.
• Quick learner with the ability to adapt in dynamic environments.
• Maintain confidentiality and exercise discretion.
• Proficiency in producing high-quality documents and using software applications.
• Capable of working independently and within a team.
• Willingness to work across multiple locations.
• Experience with or ability to work in Google Suite, email, and calendaring systems.
• Highly detail-oriented and able to spot and correct small errors with ease.
• Agile: able to problem solve and pivot as variables change.
• High school diploma and/or equivalent experience/training.

• Audio-visual knowledge and experience.

For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.

Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account factors such as experience, skills, knowledge, abilities, education, and internal equity. Salary offers are determined based on final candidate qualifications and experience.

The budgeted hourly range is $30.58 (Step
1) - $43.80 (Step 17).

• This is a part-time (20 hours/week), career position that is eligible for UC Benefits.
• This is a non-exempt hourly-paid position.
• Candidates with 5+ years of relevant experience would be eligible for the higher end of the posted range.

• To apply, please submit your resume and cover letter.

This position is governed by the terms and conditions in the agreement for the Clerical & Allied Services Unit (CX) between the University of California and Teamsters…