University of California, Berkeley
Administrative Assistant (4722C), Helen Wills Neuroscience Inst - #82211
University of California, Berkeley, Berkeley, California, United States, 94709
Administrative Assistant (4722C), Helen Wills Neuroscience Institute (HWNI) – #82211 at University of California, Berkeley
About Berkeley At the University of California, Berkeley, we are dedicated to fostering a community where everyone feels welcome and can thrive. Our culture of openness, freedom, and belonging makes it a special place for students, faculty, and staff. As a world‑leading institution, Berkeley is known for its academic and research excellence, public mission, diverse student body, and commitment to equity and social justice. Since 1868, we have driven innovation, creating global intellectual, economic and social value. We look for applicants who reflect California’s diversity and want to be part of an inclusive, equity‑focused community that views education as a matter of social justice.
Departmental Overview The Helen Wills Neuroscience Institute (HWNI) is the nexus for campuswide multidisciplinary neuroscience research at UC Berkeley. This unique cross‑departmental structure brings together experts from a variety of fields to use the power of interdisciplinary research to achieve breakthroughs in the study of the brain and nervous system, and to drive the development of novel treatments and technologies.
Position Summary This position provides administrative support to the HWNI Manager and HWNI Executive Director. The role includes event planning, office management, communications, and coordination of spreadsheets and documentation.
Application Review Date The first review date for this job is 11 / 13 / 2025.
Responsibilities Mass Communications
Serve as HWNI’s mass communications lead and assemble, review, and distribute pre‑written HWNI communications for internal and external clients, including a quarterly newsletter and weekly seminar emails.
Manage the website, adding pre‑written updates, events, and social media accounts such as LinkedIn, website, news, etc.
Work closely with the internal technical writer to transcribe and organize provided technical writing for appropriate outlets.
Possess graphic design knowledge to craft posters, newsletters, announcements, and web organization.
Event Planning
Manage catering, UCB space bookings, and other logistics for on‑site HWNI events and occasional off‑site events.
Coordinate events of all sizes, including booking hotel rooms, ordering catering, managing invoices, and serving as point of contact with guest speakers.
Act as a HWNI liaison when teaming with other departments or event coordinators.
General Office Management
Oversee office supply auditing, ensure shared HWNI spaces are in working order, and open follow‑up tickets related to HWNI spaces/building.
Receive and deliver mail, audit invoice/order accuracy, manage incoming emails, and liaise with facilities/vendor services.
Document Assembly & Detail Review
Prepare internal/general correspondence, meeting invitations, agendas, and other written materials.
Edit and proofread written and data materials for content consistency and accuracy.
Training & Student Assistant Support
Provide guidance to student assistants and assist with training new hires and students on clerical and administrative tasks.
Data & Information Management
Manage and track internal items and corresponding spreadsheets such as the HWNI internal directory, office/lab assignments, metal keys, lab equipment, etc.
Review and manage these data sheets and UC Berkeley data programs (ex: BETS).
Purchasing & Reimbursements
Manage the purchasing of office supplies, catering, refreshments, and more.
Build travel and entertainment quotes, invoices, and reimbursements.
Utilize multiple UCB financial programs including BearBuy, BFS, Reimbursements, BluCard, etc.
Equipment Management
Create requests, including site visits to tag, photograph, and catalog equipment.
Update equipment management databases and address faculty questions.
Participate in the UCB equipment auditing process for HWNI.
Set up audio‑visual equipment (OWL camera) and Zoom for meetings and events.
Required Qualifications
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.
High school diploma and/or equivalent experience/training.
Preferred Qualifications
Audio‑visual knowledge and experience.
Salary & Benefits 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. The range is $30.58 (Step 1) – $43.80 (Step 17) per hour. Candidates with 5+ years of relevant experience may be eligible for the higher end of the posted range.
Full‑time (40 hours/week), career position eligible for UC Benefits.
Exempt monthly‑paid position.
How To Apply
To apply, please submit your resume and cover letter.
Other Information 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 Local 2010. The current bargaining agreement manual can be found at: http://ucnet.universityofcalifornia.edu/labor/bargaining-units/cx/index.html
• This is not a visa opportunity. • This position is eligible for up to 40% hybrid work. It may be available following successful training or the completion of probation. Exact arrangements are determined in partnership with your supervisor and are subject to change.
Conviction History Background This is a designated position requiring fingerprinting and a background check. Berkeley hires people with conviction histories and reviews information received in the context of the job responsibilities.
Mandated Reporter This position has been identified as a Mandated Reporter required to report the observed or suspected abuse or neglect of children, dependent adults, or elders to designated law enforcement or social service agencies. The University reserves the right to make employment contingent upon completion of signed statements acknowledging these responsibilities.
Misconduct Under SB 791 and AB 810, as a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose any final administrative or judicial decisions within the last seven years determining misconduct, or any current administrative or disciplinary proceedings. The University’s policies address misconduct including sexual harassment, discrimination, and abusive conduct.
Equal Employment Opportunity The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.
#J-18808-Ljbffr
About Berkeley At the University of California, Berkeley, we are dedicated to fostering a community where everyone feels welcome and can thrive. Our culture of openness, freedom, and belonging makes it a special place for students, faculty, and staff. As a world‑leading institution, Berkeley is known for its academic and research excellence, public mission, diverse student body, and commitment to equity and social justice. Since 1868, we have driven innovation, creating global intellectual, economic and social value. We look for applicants who reflect California’s diversity and want to be part of an inclusive, equity‑focused community that views education as a matter of social justice.
Departmental Overview The Helen Wills Neuroscience Institute (HWNI) is the nexus for campuswide multidisciplinary neuroscience research at UC Berkeley. This unique cross‑departmental structure brings together experts from a variety of fields to use the power of interdisciplinary research to achieve breakthroughs in the study of the brain and nervous system, and to drive the development of novel treatments and technologies.
Position Summary This position provides administrative support to the HWNI Manager and HWNI Executive Director. The role includes event planning, office management, communications, and coordination of spreadsheets and documentation.
Application Review Date The first review date for this job is 11 / 13 / 2025.
Responsibilities Mass Communications
Serve as HWNI’s mass communications lead and assemble, review, and distribute pre‑written HWNI communications for internal and external clients, including a quarterly newsletter and weekly seminar emails.
Manage the website, adding pre‑written updates, events, and social media accounts such as LinkedIn, website, news, etc.
Work closely with the internal technical writer to transcribe and organize provided technical writing for appropriate outlets.
Possess graphic design knowledge to craft posters, newsletters, announcements, and web organization.
Event Planning
Manage catering, UCB space bookings, and other logistics for on‑site HWNI events and occasional off‑site events.
Coordinate events of all sizes, including booking hotel rooms, ordering catering, managing invoices, and serving as point of contact with guest speakers.
Act as a HWNI liaison when teaming with other departments or event coordinators.
General Office Management
Oversee office supply auditing, ensure shared HWNI spaces are in working order, and open follow‑up tickets related to HWNI spaces/building.
Receive and deliver mail, audit invoice/order accuracy, manage incoming emails, and liaise with facilities/vendor services.
Document Assembly & Detail Review
Prepare internal/general correspondence, meeting invitations, agendas, and other written materials.
Edit and proofread written and data materials for content consistency and accuracy.
Training & Student Assistant Support
Provide guidance to student assistants and assist with training new hires and students on clerical and administrative tasks.
Data & Information Management
Manage and track internal items and corresponding spreadsheets such as the HWNI internal directory, office/lab assignments, metal keys, lab equipment, etc.
Review and manage these data sheets and UC Berkeley data programs (ex: BETS).
Purchasing & Reimbursements
Manage the purchasing of office supplies, catering, refreshments, and more.
Build travel and entertainment quotes, invoices, and reimbursements.
Utilize multiple UCB financial programs including BearBuy, BFS, Reimbursements, BluCard, etc.
Equipment Management
Create requests, including site visits to tag, photograph, and catalog equipment.
Update equipment management databases and address faculty questions.
Participate in the UCB equipment auditing process for HWNI.
Set up audio‑visual equipment (OWL camera) and Zoom for meetings and events.
Required Qualifications
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.
High school diploma and/or equivalent experience/training.
Preferred Qualifications
Audio‑visual knowledge and experience.
Salary & Benefits 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. The range is $30.58 (Step 1) – $43.80 (Step 17) per hour. Candidates with 5+ years of relevant experience may be eligible for the higher end of the posted range.
Full‑time (40 hours/week), career position eligible for UC Benefits.
Exempt monthly‑paid position.
How To Apply
To apply, please submit your resume and cover letter.
Other Information 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 Local 2010. The current bargaining agreement manual can be found at: http://ucnet.universityofcalifornia.edu/labor/bargaining-units/cx/index.html
• This is not a visa opportunity. • This position is eligible for up to 40% hybrid work. It may be available following successful training or the completion of probation. Exact arrangements are determined in partnership with your supervisor and are subject to change.
Conviction History Background This is a designated position requiring fingerprinting and a background check. Berkeley hires people with conviction histories and reviews information received in the context of the job responsibilities.
Mandated Reporter This position has been identified as a Mandated Reporter required to report the observed or suspected abuse or neglect of children, dependent adults, or elders to designated law enforcement or social service agencies. The University reserves the right to make employment contingent upon completion of signed statements acknowledging these responsibilities.
Misconduct Under SB 791 and AB 810, as a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose any final administrative or judicial decisions within the last seven years determining misconduct, or any current administrative or disciplinary proceedings. The University’s policies address misconduct including sexual harassment, discrimination, and abusive conduct.
Equal Employment Opportunity The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.
#J-18808-Ljbffr