Employment type: Contract

Contract duration: Until April 2025

Hours: 40 hrs/week, office hours

Location: Berkeley, CA

Position Overview

Responsible for providing a wide range of administrative support services for researchers and staff, and supporting programs within the department. Under the guidance of the work lead, this role involves serving as a point of contact for the program’s administrative support matters through planning, organization, prioritization, and timely execution of tasks. This position is eligible for a hybrid work schedule, with three days per week expected on-site. Additional on-site days may be required depending on business needs.

Responsibilities

• Under the guidance of the work lead, provide administrative support for departmental and divisional activities.

• Work as part of a team to coordinate logistics for events such as formal reviews, workshops, small conferences, and program/technical meetings, ensuring compliance with applicable policies and procedures.

• Serve as a specialist in Travel, Events, Publications, and Procurement, providing regular training updates and maintaining desk guides for processes.

• Assist research and operational staff with workspace planning, maintenance, and inventory tracking.

• Prepare for new employees, affiliates, visitors, and guests by completing online request forms and tracking for completeness. Establish and maintain effective tracking systems.

• Collaborate with researchers and administrative staff to create and maintain work process templates, forms, and lobby boards.

Qualifications

• A minimum of 4 years of relevant administrative experience including coordinating and facilitating complex tasks related to travel and procurement in research, academic, or large/complex organization, or a combination thereof.

• Demonstrated experience working collaboratively as a team player.

• Strong customer focused interpersonal skills including experience interfacing with all levels of personnel both internal and external to an organization with a high degree of professionalism, discretion, and confidentiality

• Effective customer service skills and ability to work with all levels of staff in a diverse environment.

• Experience utilizing high-level organizational skills to initiate, prioritize, track and follow through on responsibilities and manage competing assignments.

• Demonstrated computer knowledge and aptitude for learning new technologies and software.

• Excellent time-management and task-management skills.

• Ability to establish and maintain cooperative working relationships at all levels, both internally and externally.

• Experience in planning, reporting, and coordinating large activities.

• Excellent written communication skills, including the ability to edit a variety of documents for grammar, syntax, style, and clarity.

• Ability to leverage business and technology systems (e.g., MS Office Suite, Google Suite, Smartsheet, Adobe Acrobat) to enhance business organization and communication.

• Attention to detail and reliable follow-through.

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