Details

Posted: 04-Oct-23

Location: Berkeley, California

Salary: Open

Categories:

Human Resources
Staff/Administrative

Internal Number: 4659115

Administrative Assistant (4723C) The Helen Wills Neuroscience Institute 59916 About Berkeley
At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.
The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.
We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles , our Principles of Community , and our Strategic Plan .
At UC Berkeley, we believe that learning is a fundamental part of working, and 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 staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. To find out more about how you can grow your career at UC Berkeley, visit grow.berkeley.edu .
Departmental Overview
The Helen Wills Neuroscience Institute (HWNI) is the nexus for campus-wide multidisciplinary neuroscience research at UC Berkeley. Our over 70 faculty members come from 12 different academic departments. 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 the rest of the nervous system and to drive the development of novel treatments and technologies.
We support our faculty in their individual research aims and foster opportunities for collaboration. To facilitate the work of our members and collaborators, HWNI sponsors major research initiatives and runs six innovative neurotechnology and research centers.
HWNI also trains the next generation of neuroscientists in cutting-edge approaches through our Neuroscience PhD Program. At any given time, we also train 150+ postdoctoral fellows who conduct research in HWNI faculty labs. We also have over 100 PhD Program alumni who work in a variety of careers across the globe. Our community is highly innovative, collaborative, and dedicated to answering important questions and solving pressing issues in neuroscience.
Responsibilities
This position will work on a wide range of administrative tasks that are complex and dynamic. They will apply a full range of high level administrative skills and knowledge; frequently adapt campus procedures, techniques, tools, materials, and / or equipment to meet the specialized needs of Helen Wills Neuroscience Institute. They may serve as a project lead and perform broad and / or focused assignments under general supervision.
Originality and ingenuity are often required to help establish procedures and problem solve. They will rely on experience and judgment to plan and accomplish assigned tasks. This position will also require exceptional customer service to both internal and external clients, students, staff, and faculty members. This position will require knowledge and skills with the Google suite.
Under general direction, this position will work on operational and / or procedural assignments that require the exercise of considerable discretion and independent judgment. Tasks involve the handling of confidential information. This person must understand the implications of work and make recommendations for solutions. Determines methods and procedures on new assignments.
Scope includes event planning and event management that may require travel across UC Berkeley's campus and occasional travel to off-site events.
Administrative

• Prepares correspondence and other written materials for department management and / or faculty requiring some specialized knowledge of the subject matter. Edits and proofreads written materials for content consistency.
• Manages facilities access requests.
• Triages administrative requests from staff, faculty and students and takes appropriate action or assigns to the appropriate personnel.
• Applies specialized office software that may include Google Suite, Wordpress, Mailchimp, UC Berkeley specific systems, or similar programs.
• Works with department management to update / review / revise website to better communicate organization's mission, requiring substantive knowledge of organization's goals and objectives.
  

Guiding Student Assistants

• Provides guidance to student assistants on procedures, practices, and implementation of policies, including those which are particularly complex--as well as direction to student assistants on office software program application.
  

Event Planning

• Manages catering, space bookings, etc for meetings, seminars and other on-site HWNI events and occasional off-site events
• Assists Grad Program Manager with Grad events
• Works with excel and google spreadsheets. Compiles and assembles disparate spreadsheets using subject-matter knowledge of the material to ensure data results are consistent with the nature of the data.
• Coordinates events: books rooms, orders catering, manages invoices for meetings, seminars and one annual conference.
  

Equipment management

• Coordinates and follows up on equipment management requests including site visits to tag, photograph and catalog equipment to prepare reports. Updates Equipment Management Database
  

Purchasing & reimbursements

• Purchasing - office supplies, catering, refreshments
• Travel and Entertainment Requests
• Reimbursements
• Determines need for general office equipment and supplies. Orders supplies and keeps inventory.
• Manages and submits travel, entertainment and expense reimbursements.
• Updates HWNI's communications and social media accounts: Twitter, Website, News, etc.
  

Required Qualifications

• 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 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
• High school diploma and / or equivalent certification / experience / training
  

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 25.20 (step 1) - 30.01/hr (step 9)

• This is a 50% part-time (20 hours per week), 18-month limited position that is eligible for UC benefits.
• This position is non-exempt and paid bi-weekly.

How to Apply
To apply, please submit your resume and cover letter.
Other Information
The position into which the employee is hired is not an 'ongoing' position, in that the position is established and funded for 18 months or less at any percent of time. In the event the position is funded beyond 18 months, the limited appointee shall be converted to career retroactive to the first of the month following attainment of 1000 hours; except that nothing in this subparagraph precludes the University from releasing the limited appointee prior to the effective date of the funding extension.
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.
Equal Employment Opportunity
The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. For more information about your rights as an applicant, please see the U.S. Equal Employment Opportunity Commission poster.
For the complete University of California nondiscrimination and affirmative action policy, please see the University of California Discrimination, Harassment, and Affirmative Action in the Workplace policy.
To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucb/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=59916&PostingSeq=1
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About University of California, Berkeley
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.
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