Administrative Assistant III

📁
Administrative
💼
EG-Engineering
📅
89552 Requisition #

Berkeley Lab’s Engineering Division has an opening for an Administrative Assistant III. You will perform a full range of administrative and task-oriented functions, serve as backup LETs timekeeper for the division, assist with property and space projects and other divisional projects as assigned. Your tasks are performed in a dynamic environment with conflicting priorities requiring a high degree of flexibility and ability to multitask. You will frequently interact with personnel internal and external to LBNL. 

 

What You Will Do:

  • Provide a wide range of administrative support to the division by assessing priorities to ensure accuracy and timely completion of complex tasks ensuring excellent customer service to visitors and colleagues.

  • Work closely in collaboration with the HR Recruiter and Hiring Manager, schedule interviews and seminars.

  • Manage complex calendars, independently setting priorities when scheduling conflicting.

  • 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.

  • 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.

  • Anticipate, identify and recommend appropriate actions and solutions to solve complex administrative problems for the Division.

  • Follow up on procurement requests, submit and follow-through on check requests and purchase requisitions. 

  • Division Web Assistant

    • Update Engineering Division and EPG websites with new and revised content as requested.

    • Request updated web content from subject matter experts.

    • Take photos and renew photos on the websites.

 

Additional Responsibilities as needed:

  • Assist with special projects and assignments.

 

What Is Required:

  • Minimum of 4-6 years of experience providing administrative support to various levels of staff in an environment similar to that of technology, research and or 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.

  • Strong analytical, arithmetic, written composition, computer skills, responsiveness, and follow-through.

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

  • Demonstrated effective communication and interpersonal skills, effective teamwork, positive interpersonal relationships, and collaboration.

  • 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.

  • Ability to learn and consistently apply knowledge of relevant Berkeley Lab policies and procedures. 

 

Additional Desired Qualifications:

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

  • Experience or familiarity with the management of SmartSheet forms (creation/edits).

  • Experience or familiarity with Zoom meetings.

  • Experience in or familiarity with the 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, non-exempt (hourly paid) from overtime pay.

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

  • Salary will be determined based on the range by the 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.