Administrative and Operations Coordinator , Helen Wills Neuroscience Inst

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The Helen Wills Neuroscience Institute (HWNI) is the nexus for campus‑wide multidisciplinary neuroscience research at UC Berkeley.

This position provides administrative support to the HWNI Manager and HWNI Executive Director. The role supports event planning, office management, communications, and coordination of spreadsheets and documentation.

The first review date for this job is: 02/19/2026.

• Serve as HWNI’s mass communications lead, assemble, review, and distribute pre‑written communications for internal and external clients, including a quarterly newsletter and weekly seminar emails.
• Manage website updates, events, and social media accounts (Linked In, website, news, etc.).
• Collaborate with the internal technical writer and transcribe and organize provided technical writing for appropriate outlets.
• Use graphic design skills to create posters, newsletters, announcements, and website organization.

• Manage catering, UCB space bookings, and logistics for meetings, seminars, on‑site and occasional off‑site events.
• Coordinate large and small events, book hotels, order catering, manage invoices, obtain quotes, and serve as point of contact with guest speakers.
• Liaise with other departments and event coordinators as needed.

• Oversee office supplies, audit shared spaces, open tickets for HWNI spaces/building, receive and deliver mail, audit invoices/orders, manage emails, and liaise with facilities and vendors.

• Prepare internal correspondence, meeting invitations, agendas, other written materials, and spreadsheet assembly.
• Edit and proofread written/data materials for consistency, accuracy, and polish.

• Provide guidance to student assistants and assist with training new hires and students on clerical and administrative tasks.

• Manage and track internal items and corresponding spreadsheets such as the HWNI internal directory, office/lab assignments, keys, equipment, etc.
• Ensure data sheets, physical items, and UC Berkeley data programs (ex: BETS) are accurate and detailed.

• Purchase office supplies, catering, refreshments, and build travel and entertainment quotes, invoices, and reimbursements.
• Manage general reimbursement processes and use UCB financial programs (Bear Buy, BFS, Blu Card, etc.).

• Create requests, conduct site visits, tag, photograph, and catalog equipment; prepare reports.
• Update equipment databases and coordinate with faculty for equipment inquiries.
• Participate in UCB equipment auditing process for HWNI.
• Set up audio‑visual equipment (OWL camera, Zoom) for meetings, events, and troubleshoot as needed.

• Triage and escalates administrative requests from staff, faculty, and students, assigning to appropriate personnel.

• At least 2 years of relevant administrative assistant experience.
• Strong interpersonal and customer service skills.
• Collaborative team player comfortable with diverse groups.
• Advanced written and verbal…