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

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Departmental Overview

The Henry Wheeler Center for Emerging and Neglected Diseases 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.

Since its founding in 2008, CEND has developed into a multidisciplinary research center where over 90 faculty affiliates from fields spanning biology, chemistry, engineering, public health, economics, and business collaborate on solutions that leverage diverse expertise to address research gaps that single disciplines cannot tackle alone. We work closely with research centers, institutes, and schools across UC Berkeley and collaborate with academic institutions, nonprofit organizations, government agencies, and industry partners worldwide through strategic partnerships that enable knowledge sharing, resource pooling, and coordinated efforts to address health challenges that require global solutions.

Position Summary

The Administrative Coordinator provides project coordination and administrative support across three related areas: the Center for Emerging and Neglected Diseases (CEND), the Center for Unment, Rare, and Emerging Diseases (CURED), the Cox Lab, and the UCSF and UC Berkeley Tuberculosis Research Advancement Center (UC TRAC). This position 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. The Administrative Coordinator position calls for a highly organized and adaptable

Although this position serves different programs, the Administrative Coordinator will perform a common set of administrative tasks: scheduling and supporting meetings, recording and circulating notes, processing expenses and procurement, coordinating event logistics, and assisting with program and grant reporting.

Application Review Date

The First Review Date for this job is August 17, 2026. For full consideration, please apply on or before the first review date.

Responsibilities

Event Coordination and Logistics (CEND; with support for UC TRAC and Cox Lab events) - 20%

• Support operational planning and execution of CEND events, including the Annual CEND Symposium, BayViro Symposium, the CEND Fellowship Symposium, the CEND It! seminar series, faculty retreats, and other CEND and CURED events as assigned.
• Coordinate event logistics, including venue and catering bookings and related agreements, AV, registration, signage and printing, parking, and permits.
• Source and order event materials, including branded swag, posterboards, and printed programs.
• Serve as a point of contact for vendors, caterers, and venue staff, and track and reconcile event expenses against final invoices.
• Support coordination of the annual Bay Area TB Science (BATS) Symposium, taking on roughly 20% of that workload alongside the lead coordinator. (UC TRAC)
• Schedule TB focused brown bag seminars and support UC TRAC participation in the CEND Symposium. (CEND, UC TRAC)

Scheduling, Travel, and Meeting Support (CEND, Cox Lab, UC TRAC) - 20%

• Coordinate calendar scheduling and domestic travel and lodging for Prof. Cox and as needed, for visiting faculty and staff.
• Schedule leadership calls and program meetings across CEND, CURED, the Cox Lab, and the TB research programs; prepare and distribute agendas; and record and circulate notes and action items.
• Track follow up tasks and maintain shared task tracking (for example, in Asana).
• Participate in the weekly UC TRAC E-Team (staff) meetings to stay informed and cross-share information. (UC TRAC)
• Support general office operations and Center administration, including supplies, files, and shared systems. (CEND, Cox Lab)

Finance, Procurement, and Reimbursements (CEND, CURED, Cox Lab, UC TRAC) - 20%

• Reconcile P-Card and BluCard transactions on a monthly cycle 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 (Cox Lab, UC TRAC, HPMI, TBRU) - 15%

• Assist with the preparation and submission of research funding proposals and publications, working with SPO pre-award analysts to support compliance with sponsor requirements.
• Assist with progress and metrics reporting for the TB research programs, and coordinate with SPO post-award analysts on progress reports, budgeting, and other post-award requirements.
• Provide administrative and scheduling support to the UC TRAC Basic Science Core, including support across the UC TRAC Cores (Administrative, Basic, Clinical, Developmental). (UC TRAC)
• Compile and maintain records of program outcomes, including publications and other metrics, to support reporting. (UC TRAC, HPMI, TBRU)
• Help distribute announcements about UC TRAC programs, resources, and funding opportunities. (UC TRAC)
• Maintain web content for the Cox Lab.

International Program and Alliance Support (CEND) - 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, and trainees traveling to Uganda, and for Ugandan colleagues visiting Berkeley.
• 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 (CEND, Cox Lab) - 10%

• Post job descriptions to Handshake and other recruitment platforms.
• Compile and organize applicant materials, pull applications from various sources, and 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 (All) - 5%

• Perform other duties as needed to support CEND, the Cox Lab, the TB research programs, and the Alliance for Global Health and Science.

Required Qualifications

• Demonstrated skills and abilities typically acquired through approximately two (2) years of experience in an administrative role.
• Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
• Ability to communicate effectively with all levels of staff, both verbally and in writing.
• Solid organizational skills and the ability to multi-task and prioritize across competing demands and deadlines.
• Thorough knowledge in administrative procedures and processes 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 and coordination, financial and procurement processing, travel coordination, and general office administration.
• Customer service orientation with both internal and external stakeholders, including international partners.

Preferred Qualifications

• Demonstrated skills and abilities typically acquired through approximately three (3) years of experience providing administrative support for a complex, multi-faceted program.
• Working knowledge of and/or ability to learn common campus-specific and other computer application programs such as Asana, Canva, Zoom, and Adobe Creative Cloud.
• Working knowledge of and/or ability to learn University rules and regulations, processes, protocols and procedures for budget, account and fund management, personnel management
• Familiarity with and/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 (for example, 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.

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) - $43.80 (Step 17).

• This is a non-exempt, bi-weekly paid position.
• This is a full-time (40 hours/week) Career position eligible for UC benefits.

How to Apply

To apply, please submit your resume and cover letter.

Other Information

• This position is eligible for up to 1 days/week remote work within the United States. Exact arrangements are determined in partnership with your supervisor to meet role responsibilities and department needs and are subject to change.
• 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.
• 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

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.

Mandated Reporter

This position has been identified as a Mandated Reporter required to report the observed or suspected abuse or neglect of children, dependent adults, or elders to designated law enforcement or social service agencies. We reserve the right to make employment contingent upon completion of signed statements acknowledging the responsibilities of a Mandated Reporter.

Misconduct

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.