Administrative and Operations Coordinator , Helen Wills Neuroscience Inst

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The Helen Wills Neuroscience Institute (HWNI) is the nexus for campus wide multidisciplinary neuroscience research at UC Berkeley. 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 nervous system, and to drive the development of novel treatments and technologies.

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.

The First Review Date for this job is: 02/19/2026.

• 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:
  Linked
  
  IN, 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.

• 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.

• 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.

• 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.

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

• 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.

• 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 Bear Buy, BFS, Reimbursements, Blu Card, and more.

• Creates requests including site visits to tag, photograph and catalog…