Administrative Assistant

Berkeley, CA 94720

Employment Type: Contract Category: Other Area(s) Job Number: 8991

Job Description


  • Experience providing administrative support for ATAP programs and division activities.
  • Previous experience with inventory management is an advantage
  • Ability to manage timekeeping for several different programs
  • Must have a high degree of flexibility and the ability to manage shifting priorities, assigning importance to tasks


  • Provide advanced level administrative support to the ATAP programs
  • Manage complex calendars, independently setting priorities when scheduling conflicting appointments
  • Answer and screen telephone calls, answer inquiries and make appropriate referrals
  • Ensure deadlines are met; keep management and staff informed on key issues
  • Review, prioritize, and disseminate mail; and other logistical support
  • Serve as backup Timekeeper to coordinate the time-keeping process
  • Schedule interviews and seminars
  • Coordinate logistics for events such as formal reviews, workshops, small conferences, and program/technical meetings (including logistical planning)
  • Arrange and process complex domestic and foreign travel with complicated itineraries
  • Prepare for new employees, affiliates, visitors, and guests by completing online request forms and tracking for completeness
  • Compose, draft, and prepare unique correspondence and memoranda; compose correspondence on own initiative for management signature, including sensitive personnel information
  • Perform multiple concurrent tasks, determine actions required, provide follow through, and respond to inquiries
  • Establish and maintain effective tracking systems
  • Assist with property and space projects
  • Track supply inventory and maintain appropriate levels of stock for regularly used items
  • Ensure operation of office equipment; troubleshoot malfunctions and/or call for repairs
  • Process check requests and purchase requisitions
  • Anticipate, identify and recommend appropriate actions and solutions to solve complex administrative problems

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