Administrative Assistant III (Biosciences Area Office)

Berkeley Lab’s (LBNL) Biosciences Area Office (BSAO) has an opening for an Administrative Assistant III to join their Operations Team at their West Berkeley Biosciences Operations Center located at 717 Potter Street in Berkeley, CA 94710.

In this exciting role, you will provide customer service oriented administrative and operational support to managers and professionals including centralized travel and procurement support to various scientific research programs and their scientific groups.

This position has an anticipated start date of November 13, 2023.

What You Will Do:

• Triage and perform a wide range of administrative duties including calendar management, stakeholder correspondence, meeting coordination, agenda and document preparation, travel arrangements, and expense reporting.

• Coordinate local, domestic, and foreign travel including preparing travel itineraries and arranging airfare, hotel, and transportation reservations.

• Partner with internal and external vendors ensuring accurate traveler information.

• Identify any special travel documentation requirements.

• Facilitate travel with the Lab’s main Travel Office ensuring travel authorizations and expense reports are accurate and appropriately managed through the Lab system.

• Partner with Procurement staff and utilize tools/PCards to provide project procurement and financial reimbursement support for the Area.

• Serve as an Adviser to staff on Lab policies and procedures.

• Partner with buyers and budget analysts to expedite approvals and processing of orders.

• Process and track non-travel reimbursements, including stipends, honoraria, and UC Berkeley Campus reimbursements.

• Assist with the preparation of complex scientific and technical reports, presentation materials, and documents on behalf of scientific leaders by composing, drafting, editing, and preparing memos and other types of correspondence.

• Coordinate the scheduling of onsite and offsite meetings including logistics, audio/visual and room set-up, agenda preparation, meeting invitations, etc.

• Use a high degree of discretion, diplomacy, and professionalism when representing the Biosciences Area with a variety of entities both internal and external to the Lab including DOE and UC. 

What is Required:

• A minimum of 6 years of demonstrated administrative experience in a fast paced dynamic operations environment.

• Experience with email and calendar management, travel coordination, purchasing, property management, reporting, and other related administrative tasks.

• Proficiency using a variety of cloud-based software platforms and applications including MS Office Suite, Google Apps Suite, Adobe Acrobat, and Zoom web conferencing on a Mac or PC computer.

• Strong planning and organizational skills including the ability to handle multiple tasks concurrently to meet workload demands and deadlines.

• Excellent verbal and written communication skills including the ability to provide proactive customer support by anticipating, identifying, and resolving routine and complex administrative problems.

• Strong interpersonal skills including the ability to interface with all levels of personnel both internal and external to an organization with a high degree of professionalism, discretion, and confidentiality.

Desired Qualifications:

• Knowledge of Berkeley Lab, the University of California (UC), the Department of Energy (DOE), and federal policies, procedures, and regulations.

• A.A. Degree or equivalent experience.

• Availability to work occasional overtime, as needed.

• Knowledge of the National Institute of Health (NIH), Department of Energy (DOE), and/or other funding agency grant application and reporting procedures.

• Knowledge of scientific or medical terminology.

• Valid driver’s license to transport materials across multiple Laboratory and field locations as necessary.

Notes:

• For first consideration, please apply with a resume by November 8, 2023.

• This is a full time career appointment, non-exempt from overtime pay (hourly paid).

• This position is expected to pay $31.12 - $36.41 per hour which fits within the full salary range of $31.12 - $41.69 per hour for job code 572.3. Salary for this position will be commensurate with the final candidate’s qualifications and experience, including skills, knowledge, relevant education, certifications, plus also aligned with the internal peer group.

• 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.

• This position is eligible for a hybrid work schedule - a combination of teleworking and performing work onsite at the West Berkeley Biocenter (Potter St.) — Bldg. 977, 717 Potter St., Berkeley, CA 94710. Work schedules are dependent on business needs. Individuals working a hybrid schedule must reside within 150 miles of Berkeley Lab.

• This position is not eligible for visa sponsorship.

• This position is not eligible for relocation assistance.

Learn About Us:

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 16 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 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:

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