Administrative Assistant III

📁
Administrative
💼
JG-Joint Genome Institute
📅
93113 Requisition #

Lawrence Berkeley Lab’s (LBL) Joint Genome Institute (JGI) Division has an opening for an Administrative Assistant III to join the team!

 

The successful candidate will be part of the JGI administrative support team that supports Operations, Principal Investigators, science teams, and professional level staff. The Administrative Assistant will perform multiple tasks to provide customer-oriented administrative and operational support to managers and professional employees. This position will provide a comprehensive range of specialized administrative services and will work within established guidelines to independently coordinate and implement a wide range of complex activities. This position will provide continual analysis of emerging work demands in areas of assigned responsibility and prepare systems and solutions as necessary.

 

What You Will Do:

  • Provide direct administrative support to JGI / the DOE Systems Biology Knowledgebase (KBase), and the National Microbiome Data Collaborative (NMDC) scientific staff on a daily basis.
  • Coordinate travel arrangements, prepare necessary authorization forms, obtain trip numbers and coordinate reservations for airfare, hotel and rental car. Complete trip reports and travel expense forms upon the completion of the trip.
  • Represent scientific staff in day-to-day administrative matters; act as the primary point of contact for department staff; resolve complex issues, as appropriate.
  • Coordinate site visits, special seminars and conferences. Assist in the scheduling of group meetings. 
  • In collaboration with the JGI Principal Administrator, develop and establish general administrative protocols, procedures, tools, and resources to meet departmental needs.  Develop quality customer service standards to assure efficiency and continuity in daily office operations.  
  • Research and interpret Lab, Divisional, and JGI administrative policies and procedures; convey new or revised information to appropriate members of the Administrative Services Team. 
  • Arrange applicant interviews; may assist with coordinating and compiling hire packages; handle Sensitive Unclassified Information; and assist with personnel documentation and processes.
  • Assemble new hire Onboarding orientation material.  
  • Compose, draft, edit, and prepare memos and other types of correspondence.
  • Assist department supervisors and staff in compiling information and preparing reports and presentations using appropriate computer applications.
  • Assist in printing posters for scientific staff as needed. 
  • Assist in data gathering and ensure timely completion and response of various action items.  
  • Create and maintain effective filing systems to facilitate easy retrieval of essential materials. ·   
  • Coordinate scheduling of onsite and off-site meetings for scientific group leads while paying attention to competing priorities; provide reminders and materials required for meetings and appointments. Develop agendas for various departmental meetings. 
  • Independently set up and coordinate complex logistics of internal and external reviews/meetings, tele/audio conferences and other meetings that may include attendees from other academic institutions and governmental agencies.

What is Required:

  • A minimum of six years of intermediate to advanced administrative experience in a fast-paced, dynamic operations environment.
  • Excellent customer service skills with attention to detail and follow through.
  • Demonstrated ability to work independently under general supervision as well as part of a team.
  • Strong organizational and multi-tasking skills sufficient to independently establish and handle constantly changing priorities; proven ability to complete multiple assignments in a timely manner.
  • Strong analytical, record-keeping, and problem-solving skills to evaluate and identify issues and provide sound, creative solutions or alternatives.  
  • Effective interpersonal skills; demonstrated ability to interact well with tact and diplomacy in a diverse atmosphere. 
  • Advanced verbal and written communication skills with strong editing, grammar, and proofreading skills.  
  • Proven ability to handle highly sensitive and confidential information.
  • Ability to build, establish, and maintain cooperative working relationships across multi-functional groups.
  • Proficient in, Word, Excel, PowerPoint, Google suite, Zoom, calendaring.
  • Flexible with the ability to work occasional overtime.

Desired Qualifications:

  • A.A. degree or equivalent experience.
  • Knowledge of University of California (UC), DOE, Lawrence Livermore National Laboratory (LLNL), or LBNL administrative and/or timekeeping policies and procedures. 
  • Good public-speaking and presentation skills; familiarity with audio visual equipment set up.

Notes:

  • This is a full time career appointment, non-exempt (hourly paid) from overtime pay.
  • This position is represented by a union for collective bargaining purposes.
  • 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.
  • Diversity, equity, and inclusion are core values at Berkeley Lab. Our excellence can only be fully realized by faculty, students, and staff who share our commitment to these values. Successful candidates for our faculty positions will demonstrate evidence of a commitment to advancing equity and inclusion.
  • Work will be primarily performed at: Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA.

 

Learn About Us:

JGI & Berkeley Lab: A View to Fuel Innovative Science in the Public Interest

They say it’s all about location and Berkeley Lab has it all: a view above the San Francisco Bay, cool breezes, and world-class multidisciplinary science within a diverse and respectful research ecosystem of 5,000 people. Nearly 90 years ago, Ernest Orlando Lawrence, the inventor of the cyclotron, brought physicists, biologists, engineers and mathematicians together in Berkeley above the University of California campus to tackle the most urgent scientific challenges. Today, after garnering 13 Nobel Prizes, Berkeley Lab has sustained and grown that tradition of open, interdisciplinary team science, exemplified by how the U.S. Department of Energy Joint Genome Institute (JGI) addresses the most pressing energy and environmental challenges using integrative genome science approaches. JGI takes up residence in the new, state-of-the-art Integrative Genomics Building (IGB) along with the U.S. Department of Energy Systems Biology Knowledgebase (KBase) to expand the frontiers of energy and environmental science in partnership with the worldwide community of researchers. Will you join us and be a critical part of our next ground-breaking discoveries?

 

(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.

 

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-

 

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

 

Lawrence Berkeley National Laboratory encourages applications from women, minorities, veterans, and other underrepresented groups presently considering scientific research careers.

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Berkeley Lab is committed to Inclusion, Diversity, Equity and Accountability (IDEA) and strives to continue building community with these shared values and commitments.

Berkeley Lab is an Equal Opportunity and Affirmative Action Employer. We heartily welcome applications from women, minorities, veterans, and all who would contribute to the Lab’s mission of leading scientific discovery, inclusion, and professionalism. In support of our diverse global community, all qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status.

Equal Opportunity and IDEA Information Links:
Know your rights, click here for the supplement: "Equal Employment Opportunity is the Law." and the Pay Transparency Nondiscrimination Provision under 41 CFR 60-1.4.

 

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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.