Administrative Assistant III

📁
Administrative
💼
BS-BioSciences Area Office
📅
93522 Requisition #

 

Lawrence Berkeley National Lab’s (LBNL),  Biosciences Area Office has an opening for an Administrative Assistant. The successful candidate will join the Emery Station Operations Center administrative support team who will support key Laboratory personnel at all levels, including Operations, Principal Investigators, science teams, and professional level staff. The Administrative Assistant will perform multiple tasks to provide customer-oriented administrative and operational support. 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 Joint BioEnergy Institute (JBEI), Agile BioFoundry (ABF), Advanced Biofuels and Bioproducts Process Demonstration Unit (ABPDU) and other projects and programs at the Emery Station East (ESE) facility.
  • 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. 
  • 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.  
  • 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. ·   
  • 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.
  • ESE point of contact with building management and security teams for visitors, badging, parking, and other administrative duties.

Additional Responsibilities as needed:

  • In collaboration with the Emery Station Administrative Operations team, 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.  
  • Compose, draft, edit, and prepare memos and other types of correspondence.
  • Assist in printing posters for scientific staff as needed. 
  • 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. 
  • Provide procurement support to ESE staff, ePro requisition preparation, eBuy purchases, and general troubleshooting.
  • Provide support to the ESE stockroom team including management/data entry into the database, stocking materials, and other related tasks as needed.
  • Act as backup to ESE timekeeper.

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 limited 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 with 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.
  • Be able to work at an onsite facility on all workdays.

Desired Qualifications:

  • A.A. degree or equivalent experience.
  • 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.
  • 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.
  • 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: EmeryStation East — Bldg. 978, 5885 Hollis St., 4th floor, Emeryville, CA.

 

Learn about us!

Biosciences Area

Enabled by Berkeley Lab’s world-class user facilities and complementary research programs, our scientists and engineers contribute groundbreaking discoveries and innovative solutions to complex scientific and societal challenges.

 

Vision: Berkeley Lab’s Biosciences Area will lead the nation in using biology to solve energy and environmental challenges.

Mission: Use integrated research teams to solve national challenges in energy, environment, health and biomanufacturing.

 

Berkeley Lab

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.

 

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.

 

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.

 

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.

 

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.