Administrator

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.