Administrator

4 weeks ago


Berkeley, United States LTD Global Full time
Job DescriptionJob Description

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.

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