Administrative Assistant (4722C), Helen Wills Neuroscience Inst - #82211

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 make 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 our founding in 1868, we have driven innovation, creating global intellectual, economic and social value.

We are looking 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. Please consider whether your values align with our Guiding Values and Principles, Principles of Community, and Strategic Plan.

At UC Berkeley, we believe that learning is a fundamental part of working, and provide space for supportive colleague communities via numerous employee resource groups (staff organizations). Our goal is for everyone on the Berkeley campus to feel supported and equipped to realize their full potential. We actively support this by providing all of our full-time staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. Find out more about how you can grow your career at UC Berkeley.

Departmental Overview

The Helen Wills Neuroscience Institute (HWNI) is the nexus for campuswide multidisciplinary neuroscience research at UC Berkeley. This unique crossdepartmental 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. More specifically, this role provides support in 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:

• 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.
• This role also encompasses website management including adding pre-written updates, events, and social media accounts: LinkedIN, Website, News, etc.
• This person will also work closely with our internal technical writer and will transcribe and organize provided technical writing for appropriate outlets.
• This role also requires some graphic design knowledge and the 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.
• This includes coordinating events large and small.
• Tasks include booking hotel rooms, ordering catering, managing invoices for meetings, obtaining quotes, serving as a point of contact with guest speakers attending seminars and conferences, serving as a HWNI liaison when teaming with other departments and or event coordinators.

General Office Management:

• Oversees office supply auditing, ensures shared HWNI spaces are in working order, opens and follows up on tickets relating to HWNI spaces/building, receives and delivers mail, audits to ensure invoice/order accuracy, manages and directs incoming emails to HWNI spa account, oversees and liaisons facilities/vendor services, and more.

Document Assembly & Detail Review:

• Prepares internal/general correspondence, meeting invitations, meeting agendas, other general written materials, spreadsheet assembly related to clerical items/tasks, etc.
• Edits and proofreads written/data materials for content consistency, accuracy, and polished view.

Training & Student Assistant Support:

• Provides guidance to student assistants.
• Also assists with training new hires and students on clerical and administrative tasks including UC Berkeley programs and communications.

Data & Information Management:

• Manages and tracks internal items and corresponding spreadsheets such as the HWNI internal directory, office/lab assignments, metal keys, lab equipment, etc.
• Reviews and manages these data sheets, physical items, and UC Berkeley data programs (ex: BETS) with a detail and accuracy.

Purchasing & Reimbursements:

• Manages the purchasing of office supplies, catering, refreshments and more.
• Builds travel and entertainment quotes, invoices, and reimbursements.
• Manages general reimbursements.
• Manages and submits travel, entertainment and expense reimbursements for HWNI staff, faculty, guest speakers, and more.
• Utilizes multiple UCB financial programs including BearBuy, BFS, Reimbursements, BluCard, and more.

Equipment Management:

• Creates requests including site visits to tag, photograph and catalog equipment to prepare reports.
• Updates equipment management databases and connects with Faculty when questions regarding equipment arise.
• Participates in the UCB equipment auditing process for HWNI.
• Sets up audio - visual equipment (OWL camera) and zoom for regular meetings, events, and more, troubleshooting when needed.

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

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 detailed oriented 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.

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 and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.

The budgeted hourly range that the University reasonably expects to pay for this position is $30.58 (Step 1) - $43.80 (Step 17).

• This is a full-time (40 hours/week), career position that is eligible for UC Benefits.
• This is an exempt monthly-paid position.
• Candidates with 5+ years of relevant experience would be eligible for the higher end of the posted range.

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. May be available following successful training or the completion of their probationary period. Exact arrangements are determined in partnership with your supervisor to meet role responsibilities and department needs, and are subject to change.

Conviction History Background

This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.

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. We reserve the right to make employment contingent upon completion of signed statements acknowledging the responsibilities of a Mandated Reporter.

Misconduct

SB 791 and AB 810 Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy

UC Anti-Discrimination Policy

Abusive Conduct in the Workplace

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.