Administrative Coordinator, Center for Emerging and Neglected Diseases (4722C) #87907

At the University of California, Berkeley, we foster a community where everyone feels welcome and can thrive. Our culture of openness, freedom, and belonging supports students, faculty, and staff who are among the most talented and accomplished, including Nobel laureates, Pulitzer Prize winners, and MacArthur Fellows. Since our founding in 1868, we have driven intellectual, economic, and social progress. We support professional development by providing all full-time staff employees with at least 80 hours of paid time per year and fostering supportive colleague communities through numerous employee resource groups.

About the Department

The Henry Wheeler Center for Emerging and Neglected Diseases (CEND) transforms UC Berkeley's research excellence into breakthrough discoveries and interventions for infectious diseases that disproportionately affect marginalized communities worldwide. Through interdisciplinary collaboration, education, research, and accelerated translation from discovery to treatment, CEND brings together over 90 faculty affiliates from fields spanning biology, chemistry, engineering, public health, economics, and business. We collaborate with research centers, institutes, and schools across UC Berkeley and partner with academic institutions, nonprofit organizations, government agencies, and industry worldwide to address global health challenges.

About the Role

The Administrative Coordinator provides project coordination and administrative support across the Center for Emerging and Neglected Diseases (CEND), the Center for Unmet, Rare, and Emerging Diseases (CURED), the Cox Lab, and the UCSF and UC Berkeley Tuberculosis Research Advancement Center (UC TRAC). This role manages event logistics, procurement and finance support, administrative support for hiring and onboarding, fellowship and program administration, grant submission and reporting support, international program logistics, and coordination across several federally funded, multi-investigator research teams.

Responsibilities

• Event Coordination and Logistics (20%)
  • Support operational planning and execution of CEND events, including the Annual CEND Symposium, BayViro Symposium, CEND Fellowship Symposium, CEND It! seminar series, faculty retreats, and other CEND and CURED events.
  • Coordinate event logistics, including venue and catering bookings, AV, registration, signage, printing, parking, and permits.
  • Source and order event materials, such as branded swag, posterboards, and printed programs.
  • Serve as a point of contact for vendors, caterers, and venue staff; track and reconcile event expenses.
  • Support coordination of the annual Bay Area TB Science (BATS) Symposium (20% of workload).
  • Schedule TB-focused brown bag seminars and support UC TRAC participation in the CEND Symposium.
• Scheduling, Travel, and Meeting Support (20%)
  • Coordinate calendar scheduling and domestic travel/lodging for Prof. Cox and visiting faculty/staff.
  • Schedule leadership calls and program meetings; prepare and distribute agendas; record and circulate notes and action items.
  • Track follow-up tasks and maintain shared task tracking (e.g., in Asana).
  • Participate in weekly UC TRAC E-Team (staff) meetings to stay informed and cross-share information.
  • Support general office operations, including supplies, files, and shared systems.
• Finance, Procurement, and Reimbursements (20%)
  • Reconcile P-Card and BluCard transactions monthly and maintain compliant documentation.
  • Process reimbursements for faculty, staff, lab personnel, trainees, fellows, event speakers, and international travelers.
  • Create and process BearBuy purchase orders and place procurement orders as requested.
  • Maintain accurate chartstring assignments across CEND funds, gift funds, sponsored projects, and donation accounts.
  • Coordinate with CSS, SPO, Purchasing, and central campus offices on procurement, donations, invoicing, and post-award processing.
• Grant and Research Program Reporting Support (15%)
  • Assist with preparation and submission of research funding proposals and publications, ensuring compliance with sponsor requirements.
  • Support progress and metrics reporting for TB research programs; coordinate with SPO post-award analysts on progress reports and budgeting.
  • Provide administrative and scheduling support to the UC TRAC Basic Science Core, including other UC TRAC Cores (Administrative, Clinical, Developmental).
  • Compile and maintain records of program outcomes, including publications and metrics, to support reporting.
  • Distribute announcements about UC TRAC programs, resources, and funding opportunities.
  • Maintain web content for the Cox Lab.
• International Program and Alliance Support (10%)
  • Coordinate logistics for the Alliance summer training program at Makerere University in Uganda and related activities.
  • Prepare J1 visa documentation and visa letters for visiting scientists.
  • Book international and domestic travel, lodging, and airport transfers for Berkeley faculty, staff, trainees, and Ugandan colleagues.
  • Process fund transfers to Makerere University in coordination with CSS and SPO.
  • Prepare reimbursement guidance for international travelers and process post-travel expense reports.
• Human Resources, Recruitment, and Onboarding Support (10%)
  • Post job descriptions to Handshake and other recruitment platforms.
  • Compile and organize applicant materials; build review spreadsheets.
  • Schedule interviews, coordinate reference checks, and notify candidates of outcomes.
  • Onboard new staff and trainees, including badges, keys, building access, tech access, and orientation materials.
  • Maintain and update general onboarding documents.
• Other Duties as Assigned (5%)
  • Perform other duties as needed to support CEND, the Cox Lab, the TB research programs, and the Alliance for Global Health and Science.

Requirements

• Demonstrated skills and abilities typically acquired through approximately two years of experience in an administrative role.
• Good verbal and written communication skills, active listening, critical thinking, multitasking, and time management.
• Ability to communicate effectively with all levels of staff, both verbally and in writing.
• Solid organizational skills and the ability to prioritize across competing demands and deadlines.
• Thorough knowledge of administrative procedures, including word processing, spreadsheet, and database applications.
• Strong attention to detail and accuracy, with the ability to organize and track information across multiple programs.
• Ability to use discretion and maintain confidentiality, particularly in HR matters and sensitive financial information.
• Ability to use sound judgment in responding to issues and concerns, and to know when to escalate to the appropriate supervisor or campus office.
• Demonstrated ability to work both independently and as part of a team.
• Working knowledge of administrative operations, including event planning, financial and procurement processing, travel coordination, and general office administration.
• Customer service orientation with both internal and external stakeholders, including international partners.

Preferred Qualifications

• Approximately three years of experience providing administrative support for a complex, multi-faceted program.
• Working knowledge of or ability to learn common campus-specific and other computer applications such as Asana, Canva, Zoom, and Adobe Creative Cloud.
• Working knowledge of or ability to learn University rules, regulations, processes, protocols, and procedures for budget, account, fund management, and personnel management.
• Familiarity with or ability to learn UC Berkeley financial systems including BearBuy, BluCard, P-Card, CSS, and SPO processes.
• Experience providing administrative support for grant proposals and progress reporting (e.g., NIH RPPRs).
• Experience supporting events of 50 or more attendees, including catering, AV, and venue coordination.
• Experience with international travel logistics, visa processing, or working with global research partners.

Pay

The budgeted hourly range for this non-exempt, bi-weekly paid position is $30.58 (Step 1) - $43.80 (Step 17). Salary offers are determined based on final candidate qualifications and experience.

Benefits

For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.

Schedule

This is a full-time (40 hours/week) Career position. The role is eligible for up to 1 day/week remote work within the United States, with exact arrangements determined in partnership with your supervisor.