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Administrative Coordinator

2 months ago

Berkeley, California, United States LTD Global Full time
Job Overview

Employment Type: Contract
Contract Duration: Until April 2025
Hours: 40 hrs/week, office hours
Location: Remote/Hybrid

Position Summary

This role is pivotal in delivering comprehensive administrative support to researchers and staff, as well as facilitating various departmental programs. Under the direction of the team lead, the individual will act as a primary resource for administrative inquiries, ensuring effective planning, organization, prioritization, and execution of tasks. The position allows for a hybrid work arrangement, with an expectation of on-site presence for a portion of the week, depending on operational requirements.

Key Responsibilities

  • Provide administrative assistance for departmental and divisional functions under the guidance of the team lead.
  • Collaborate with colleagues to coordinate logistics for events, including formal reviews, workshops, and technical meetings, ensuring adherence to relevant policies and procedures.
  • Act as a subject matter expert in areas such as Travel, Events, Publications, and Procurement, offering regular training updates and maintaining comprehensive process documentation.
  • Support research and operational teams with workspace management, maintenance, and inventory oversight.
  • Facilitate onboarding processes for new employees, affiliates, and visitors by managing online request forms and ensuring thorough tracking.
  • Work alongside researchers and administrative personnel to develop and maintain process templates, forms, and informational displays.

Qualifications

  • A minimum of 4 years of relevant administrative experience, particularly in coordinating complex tasks related to travel and procurement within research or large organizations.
  • Proven ability to work collaboratively within a team environment.
  • Strong interpersonal skills with a customer-focused approach, capable of engaging with personnel at all organizational levels with professionalism and confidentiality.
  • Demonstrated effective customer service skills in a diverse workplace.
  • High-level organizational skills to initiate, prioritize, and manage multiple responsibilities effectively.
  • Proficient in utilizing technology and software to enhance operational efficiency.
  • Exceptional time-management and task-management capabilities.
  • Ability to foster cooperative working relationships across various levels of the organization.
  • Experience in planning and coordinating large-scale activities.
  • Strong written communication skills, with the ability to edit documents for clarity and professionalism.
  • Competence in leveraging business and technology systems (e.g., MS Office Suite, Google Suite, Smartsheet, Adobe Acrobat) to improve organizational processes.
  • Attention to detail and a commitment to reliable follow-through.

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