Administrative Assistant III

📁
Administrative
💼
AA-Accelerator Tech-Applied Phys
📅
85683 Requisition #

Lawrence Berkeley National Laboratory (LBNL)’s Accelerator Technology & Applied Physics (ATAP) Division has an immediate opening for an Administrative Assistant III.


ATAP invents, develops, and deploys advanced particle accelerators and photon sources to explore and control matter and energy.  Synchrotron light sources, advanced magnetic systems, laser-plasma accelerators, applications of ion-beam technology, and theory and advanced simulation are major themes of our efforts.  


Under the direction of the work lead, you will provide administrative support for ATAP programs and division activities.  You will perform a full range of administrative and task-oriented functions for programs, serve as backup Laboratory Employee Time Reporting System (LETS) timekeeper for the division, and assist with property and space projects and other divisional projects as assigned.  


The successful candidate will become part of an operations team that supports some of the most exciting and societally important research in the physical sciences.  


Specific Responsibilities:

  • 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.


Additional Desired Responsibilities as needed:

  • Assist with special projects and assignments.


Required Qualifications:

  • Minimum of 6 years of experience providing administrative support to various levels of staff in an environment similar to that of technology/research/academia.

  • Administrative experience and skills (word processing software, email systems and internet search engines):

    • Technical proficiency in Microsoft Suite.

    • Experience scheduling meetings and events using Google Calendar.

  • Experience tracking, compiling and monitoring data and results.

  • Effective organizational skills including the coordination of multiple activities and ability to independently determine and set priorities and goals with limited task definition.

  • Demonstrated effective communication and interpersonal skills.

  • Experience working in an environment with changing deadlines, instructions, priorities, frequent interruptions and short deadlines.

  • Effective customer service skills and ability to work with all levels of staff in a diverse environment

  • Experience coordinating events including logistics, catering, and compiling materials for attendees.

  • Experience arranging travel and processing expense reports.

  • Organizational skills, attention to detail, accuracy, responsiveness and follow through.

  • Demonstrated ability to prioritize and manage multiple, complex tasks with changing priorities.

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


Additional Desired Qualifications:

  • Familiarity with delivery of support services in the Laboratory or scientific environment.

  • Experience in or familiarity with Department of Energy (DOE), Berkeley Lab, or University of California (UC) policies and procedures.

  • AA degree preferred.


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.


Learn About Us:

Working at Berkeley Lab has many rewards including a competitive compensation program, excellent health and welfare programs, a retirement program that is second to none, and outstanding development opportunities.  To view information about the many rewards that are offered at Berkeley Lab- Click Here.

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."

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.

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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.