Administration and Operations Coordinator (4722C) - #84988

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 Departments of Molecular and Cell Biology (MCB), Integrative Biology (IB) and Neuroscience (NEU) are among the largest academic departments at UC Berkeley. By several measures (including number of faculty and students, budget, and assigned square feet), these departments are larger than many UCB colleges and schools.

The Department of Integrative Biology is one of the nation's preeminent departments for organismal biology, ecology, and evolution, recognized for its significant research impact and excellence in student training. The department operates in close coordination with the Museums and Field Research Stations managed by the Office of the Vice Chancellor.

The Department of Neuroscience, which launched in July 2024, advances the understanding of brain, mind, and behavior through research, education and training. Our faculty, graduate and undergraduate students, and postdoctoral researchers study how the brain functions in health and disease, how it generates behavior and thought, and how it computes. We investigate the nervous system on levels ranging from molecules and cells, to neural circuits and systems, to behavior and cognition, to neural computation.

Position Summary

Under direction, this position provides administrative support to the Integrative Biology and Neuroscience Departments. More specifically, this role provides support in event planning, seminar coordination, website maintenance, general office administration, and communications.

Application Review Date

The First Review Date for this job is: 04/01/2026

Responsibilities

Event Planning and Coordination:

• Coordinates large, complex catering services, space reservations, and logistical arrangements for department meetings, seminars, and on-site events, as well as occasional off-site programs.
• Coordinates events of varying sizes by booking hotel accommodations, arranging catering, obtaining quotes, processing invoices, and serving as the primary point of contact for guest speakers.
• Acts as a liaison when collaborating with other departments and event coordinators to ensure seamless planning and execution.
• Assists with faculty search coordination and supports special projects as needed to advance departmental operations.

Communications:

• 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, a quarterly newsletter, and weekly seminar announcements for content consistency.
• Works with department management to update/review/revise website to better communicate organization's mission, requiring substantive knowledge of organization's goals and objectives.
• Oversees listserv management by maintaining updates, events, news, and the department's social media presence, including LinkedIn.

General Office Management:

• Supports the effective operation of shared spaces by coordinating with facilities staff.
• Receives and distributes mail, audits invoices and orders for accuracy, and manages incoming communications from the Integrative Biology and Neuroscience departmental email accounts.
• Serves as a liaison for facilities and vendor services to promote efficient and uninterrupted department operations.
• Triages and escalates administrative requests from staff, faculty, and students, exercising sound judgment to resolve issues or route inquiries to the appropriate personnel.

Purchasing & Reimbursements:

• Manages the purchasing of office supplies, catering, and refreshments.
• Prepares travel and entertainment quotes, processes invoices, and submits reimbursements for departmental staff, students, faculty, and guest speakers. Utilizes multiple UC Berkeley financial systems, including BearBuy, BFS, BluCard, and related platforms, to ensure accurate and timely financial transactions.

Required Qualifications

• Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
• Requires good verbal and written communication skills, active listening, critical thinking, multi-tasking and time management skills.
• Demonstrates strong attention to detail, ensuring accuracy and precision in all work.
• At least 2 years of relevant administrative experience.
• Demonstrates strong teamwork and collaboration across a variety of groups.
• Effective problem-solving skills and proactive task management.
• Demonstrates agility and adaptability in fast-paced settings.
• Maintain confidentiality and exercise discretion.
• Willingness to work across multiple locations.
• 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) - $33.50 (Step 5).

• This is a full-time (40 hours/week), career position that is eligible for UC Benefits.
• This is a non-exempt, biweekly-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 does not include sponsorship of a new consular H-1B visa petition that would require payment of the $100,000 supplemental fee.

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.

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.