Administrative Assistant II

📁
Administrative
💼
NE-NERSC
📅
86630 Requisition #
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Berkeley Lab’s National Energy Research Scientific Computing Center  (NERSC) Division has an opening for an Administrative Assistant. The incumbent is responsible for providing a full range of support for approximately 100 staff, affiliates, students, vendors and support personnel. The successful candidate will  under general supervision plan, organize, prioritize and execute the Center’s administrative workload.

This position will be hired at a level commensurate with the business needs; and skills, knowledge, and abilities of the successful candidate.


What You Will Do:

  • Interact with internal and external contacts at all levels to respond to inquiries, gather and provide information, coordinate and schedule activities such as meetings and travel arrangements including prepare and file paperwork associated with these activities.

  • Serve as a travel resource, research and book domestic and international travel arrangements in accordance with DOE conference reporting using the Laboratory's travel system, coordinating with the Travel Department to ensure all travel complies with policies. Prepare travel expense reports in a timely manner, and in accordance with expense reporting policies and processes.

  • Work with Purchasing Department and web sites to provide project procurement and financial reimbursements for the staff.

  • Work collaboratively with administrative team members to share best practices and ensure coverage, providing back up to other groups as needed.

  • Maintain online calendar programs and post schedules on the Bldg. 59, 4th floor conference rooms.  Organize conference rooms, chairs, white boards, supplies in conference rooms.

  • Support NERSC events with registration, site access, badges, create smartsheets, set-up/clean-up, work with service providers.

  • Schedule professional appointments, meetings and seminars for staff remind staff of seminars, appointments and meetings.

  • Utilize various programs (including Microsoft Office, Google applications) on Macintosh computer to create, edit and store complex documents including correspondence, presentations, reports, and technical manuscripts.

  • Will be the custodian for office equipment, monitoring and proactively maintaining and arranging service as necessary (paper shredder, copy machines, printers, staplers, etc.).


Additional Responsibilities as needed:

  • Serve as timekeeper to coordinate the time-keeping process in LETS.

  • Serve as NERSC telephone point of contact including quarterly updates on NERSC telephone activities.

  • Serve as NERSC point of contact for the annual Computing Sciences Recycle Project.

  • Updating the NERSC website as needed.

  • Assist with special projects and assignments.


What is Required:

  • Strong focus on customer service required, along with demonstrated ability to analyze a variety of administrative requirements or problems and propose creative solutions.

  • Demonstrate the ability to quickly learn new applications and platforms.

  • Must be dynamic, willing to learn, exhibit polished, professional interpersonal skills to work with personnel at all levels of the organization and visitors to the Lab.

  • Experience functioning effectively as a team member demonstrating initiative, flexibility, resourcefulness, and organization.

  • Ability to work with initiative, flexibility, and independence in a fast-paced environment under quickly changing conditions, while maintaining attention to detail, responsiveness, and follow through.

  • Demonstrated skills in problem solving, working under pressure and multiple demands, handling multiple concurrent tasks, and attention to detail.

  • Excellent organizational skills to establish priorities, work independently, and develop and execute complex projects simultaneously.

  • Experience originating and maintaining word, PowerPoint, and excel documents as well as using advanced features of these programs.

  • Perform and coordinate special clerical and administrative assignments and projects as required.

  • Ability to occasionally work overtime as required to carry out the responsibilities of the position.


Additional Desired Qualifications:

  • A minimum of four to six years of specialized administrative experience in a high technology, research or government environment and demonstrated success providing a wide range of administrative support in a team setting.

  • Experience with travel, procurement and reimbursement processes.

  • Experience and knowledge of LBNL, DOE, and University of California administrative policies, procedures, and practices.


The positing will remain open until filled.


Notes:

  • This is a full-time career appointment.

  • Full-time, M-F, 7:30 - 04:30 pm, non-exempt (hourly paid) from overtime pay.

  • This position is represented by a union for collective bargaining purposes.

  • Salary will be determined based on range by collective bargaining agreement.

  • This position may be subject to a background check. Any convictions will be evaluated to determine if they directly relate to the responsibilities and requirements of the position. Having a conviction history will not automatically disqualify an applicant from being considered for employment.

  • Work will be primarily performed at: Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA.


Berkeley Lab (LBNL) addresses the world’s most urgent scientific challenges by advancing sustainable energy, protecting human health, creating new materials, and revealing the origin and fate of the universe. Founded in 1931, Berkeley Lab’s scientific expertise has been recognized with 13 Nobel prizes. The University of California manages Berkeley Lab for the U.S. Department of Energy’s Office of Science.


Equal Employment Opportunity: Berkeley Lab is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. Berkeley Lab is in compliance with the Pay Transparency Nondiscrimination Provision under 41 CFR 60-1.4.  Click here to view the poster and supplement: "Equal Employment Opportunity is the Law."



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Equal Employment Opportunity: Berkeley Lab is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. Berkeley Lab is in compliance with the Pay Transparency Nondiscrimination Provision under 41 CFR 60-1.4. Click here to view the poster and supplement: "Equal Employment Opportunity is the Law."

 

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The Lawrence Berkeley National Laboratory provides accommodation to otherwise qualified internal and external applicants who are disabled or become disabled and need assistance with the application process. Internal and external applicants that need such assistance may contact the Lawrence Berkeley National Laboratory to request accommodation by telephone at 510-486-7635, by email to eeoaa@lbl.gov or by U.S. mail at EEO/AA Office, One Cyclotron Road, MS90R-2121, Berkeley, CA 94720. These methods of contact have been put in place ONLY to be used by those internal and external applicants requesting accommodation.