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Administrative Assistant III

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Administrative
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NE-NERSC
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84749 Requisition #
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Discover your future at Berkeley Lab!


Berkeley Lab’s ​National​ ​Energy​ ​Research​ ​Scientific​ ​Computing​ ​Center​ ​(NERSC)​​​ ​​has​ ​an​ ​opening​ ​for​ ​​an​ ​Administrative​ ​Assistant​ ​III. 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​ ​independently​ ​plan,​ ​​organize,​ ​prioritize​ ​and​ ​execute​ ​the Center’s​ ​administrative​ ​workload working in collaboration with other team members.


What You Will Do:

  • Serve as a travel coordinator by researching, and arranging complex domestic and international travel in accordance with DOE policy and conference reporting. Maintain monthly status reports to reconcile all outstanding travel and electronic filing documents.

  • Monitor and track conference requests and travel using the Smartsheet system; organize submission of approval requests, notify travelers of outcome and process travel accordingly.

  • Submit procurement orders and reimbursement for Division staff. Maintain system to track and follow up on outstanding procurements, travel and other requests.  Work with procurement staff and utilize tools to provide project and financial reimbursement support for NERSC.

  • Work collaboratively and communicate regularly with NERSC administrative team members to share best practices and ensure coverage; provide backup to team members and other groups as needed.

  • Act as the administrative point of contact for NERSC employees and visitors.  Areas of responsibility include answer inquiries, provide information and directions. Interact with internal and external contacts at all levels; respond to inquiries; gather and provide information; coordinate and schedule meetings.

  • Maintain online electronic files using the Project Management Tool - Smartsheet systems. Utilize various programs (Excel, PowerPoint, Word, Google applications, Google Calendar, Google Drive, Google Site, and Smartsheet) with a Macintosh computer to create, edit and store complex documents including correspondence, presentations, reports, and technical manuscripts.

  • Manage NERSC events, obtain all approvals per DOE and LBNL policy, and ensure that event is DOE compliant. Work with services providers for meeting room set-up and configuration, including providing place settings for participants, arranging food and beverage service, setup of phones and video conferencing. Perform light cleanup afterwards.   Work with team members in support of the event communicating meeting requirements in advance for adequate planning purposes.

  • Serve as the primary LETS timekeeper for NERSC employees which includes training new hires.  Perform time reporting audits and corrections; generate signature and other time reports as needed; 100% compliance with LETS policy is required.

  • Schedule and coordinate employment interviews, site visits, seminars, appointments, and meetings for staff members.

  • Prepare meeting materials and agendas; record, distribute and archive meeting minutes in google drive.  

  • Maintain and monitor office equipment and supplies; arrange service as necessary.



What is Required:

  • A minimum of four to six years of specialized administrative/executive assistant experience in a high technology, research or government environment.

  • Demonstrated success providing a wide range of administrative support in a team setting.

  • Demonstrated advanced administrative experience including grammar, proofreading, and editing skills, and the ability to communicate verbally and in writing. Attention to detail and ability to respond in a timely fashion is required.

  • Must exhibit professional interpersonal skills, including the ability to interact effectively with peers, superiors and subordinates, customers and function well in a team environment.

  • Extensive experience with procurement and reimbursement processes.  Demonstrated ability to process procurements and reimbursements in compliance with DOE and LBNL policy.

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

  • Experience with project tracking systems, databases, and spreadsheet programs.  Demonstrated ability to quickly learn new applications and platforms. Computer skills and experience at the intermediate to advanced level in project management tools (Smartsheet), MS Word, Excel, PowerPoint, Web browser, Google and Google apps, and email.

  • Demonstrated skill in producing written communications and administrative reports that are concise, logical and organized.

  • Demonstrated discretion in handling sensitive situations.

  • 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, and handling multiple concurrent tasks.

  • Experience managing large and small events.  Record event logistics utilizing the online tools provided by LBNL and NERSC (Smartsheet).  Ensure compliance with DOE and LBNL policy and requirements.

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

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


Additional Desired Qualifications:

  • Knowledge​ ​of​ ​LBNL Policies and Procedures (RPM) Requirements, ​DOE, ​ ​and​ ​University​ ​of​ ​California​ ​administrative policies, ​ ​procedures, ​ ​and​ ​practices.


The posting shall remain open until the position is filled.


Notes:

  • This is a full time career appointment.

  • Full-time, M-F, 8 a.m. to 5 p.m., non-exempt (hourly paid) from overtime pay.

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

  • For the initial two-week period of this posting, only Teamsters Local 2010 clerical and allied services bargaining unit employees will be considered. Unit employees who wish to take advantage of this two-week period must identify themselves as being a Teamsters Local 2010 employee when applying online.

  • 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.