Administrative Assistant III

Lawrence Berkeley National Lab’s (LBNL) Physics Division has multiple openings for an Administrative Assistant III (Hybrid) to join our team. 

In this essential role, you will interact with internal and external people at all levels to coordinate activities, resolve complex issues, and assist with the development and implementation of new techniques and procedures in the Physics Division. You will provide a full range of advanced, complex, and diverse administrative services to approximately 50 staff, affiliates/guests and support personnel in the Physics Division Office and Physics Division research groups.

Assignments typically have conflicting priorities requiring a high degree of flexibility, discretion, diplomacy, and mature judgment in handling sensitive and moderately complex issues. 

What You Will Do:

• Serve as administrative point of contact for the ATLAS or Theory research groups.
• Coordinate and process travel arrangements for staff, invited affiliates and visiting researchers; arrange complex domestic and foreign travel; coordinate complex visa arrangements for visiting researchers and new employees; enter affiliate online requests. Arrange domestic and international travel in accordance with DOE policy and conference reporting in a timely manner.  
• Act as point of contact/coordinator for procurement, shipping, office moves, office equipment, telephone services, computer requests, property management; electronic file management; participate in space planning for project needs; update and maintain group directory web pages. 
• Schedule and coordinate employment interviews, site visits, seminars, appointments, and meetings for staff members. 
• Prepare and disseminate information on meetings, seminars, and colloquia; schedule use of conference rooms including hospitality when needed; coordinate arrangements for reviews, workshops, and program meetings including logistical planning (e.g., mailings, reservations, registration, hospitality, travel, presentation materials, meeting room & equipment arrangements) and administrative follow-through.
• Maintain and monitor office equipment/supplies and arrange service requests as necessary. Locate property assigned to group members for annual  inventory, track off-site property, and keep property records up to date.
• Act as liaison to Campus departments for issues and actions, and interact with campus administrative assistants, advising on LBNL policy and procedures.
• Coordinate visits and system access for an international collaboration.
• Work collaboratively and communicate regularly with Physics administrative team members. Develop effective working relationships with key Laboratory personnel at all levels in administrative operations with frequent interaction with external organizations. 

What is Required:

• A minimum of six years of specialized administrative experience, in a high technology, research or government environment.
• Demonstrated success working providing  a wide range of complex administrative support in a team setting.  
• Effective team player with excellent interpersonal/customer service skills.
• Demonstrated discretion in handling sensitive situations.
• Demonstrated experience in leading administrative team efforts.
• Provide backup to team members and other groups.
• Work with initiative and flexibility in a fast paced environment under quickly changing conditions, while maintaining attention to detail, organization, prioritization, responsiveness, and follow through.
• Demonstrated written and verbal communication skills.
• Experience with/or ability to learn Google Workspace, Microsoft Office (Word, PowerPoint, Excel), electronic mail, and calendaring systems. 
• Demonstrated critical thinking and decision-making skills.
• Ability to work occasional overtime during periods of changing work priorities and tight time constraints.

Desired Qualifications:

• AA degree.
• Familiarity with LBNL, UC, and DOE policies, procedures, and practices.
• Experience with Smartsheets.

Compensation:

The Administrative Assistant III position is expected to pay $30.19 - $35.75, which fits within the full range of $27.83 - $37.28 for the position. The hourly rate for this position will commensurate with the final candidate’s qualification and experience, including skills, knowledge, relevant education, certifications, plus also aligned with the internal peer group.

Notes:

• This is a full-time career appointment, non-exempt (hourly paid).
• 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.
• This position is eligible for a hybrid work schedule - a combination of teleworking and performing work on site at Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA. Work schedules are dependent on business needs. Individuals working a hybrid schedule must reside within 150 miles of Berkeley Lab.

Based on University of California Policy - SARS-CoV-2 (COVID-19) Vaccination Program and U.S Federal Government requirements, Berkeley Lab requires that all members of our community obtain the COVID-19 vaccine as soon as they are eligible. As a condition of employment at Berkeley Lab, all Covered Individuals must Participate in the COVID-19 Vaccination Program by providing proof that vaccination requirements have been met or submitting a request for Exception or Deferral. Visit covid.lbl.gov for more information.

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.