Administrative Assistant III (Intellectual Property Office)

Lawrence Berkeley National Laboratory is hiring an Administrative Assistant (INTERNAL APPLICANTS ONLY) within the Intellectual Property Office (IPO) division. This position provides a comprehensive breadth of administrative services requiring considerable judgment and initiative, while ensuring adherence to the mission, values, and objectives of the Intellectual Property Office, the Lab Directorate, and the Lab. The individual in this role will need to become well-versed with policies, processes, and regulations and ensure compliance related to the range of administrative support responsibilities and general business functions (e.g., travel, procurement, property, timekeeping, events etc.).

What You Will Do:

• Process agreement requests submitted through the Innovation Portal, ensuring thorough and timely review and following up with requestors as needed.
• Prepare and submit procurement requisitions; track order status; and process requisition/PO updates for goods and services.
• Submit invoices and receipts to the Payment Request Center for timely payment and reimbursement.
• Arrange domestic and international travel (AER/TREX approvals, bookings) and process travel expenses for staff, affiliates, and guests; attend Travel Office preparer sessions as required.
• Serve as the IPO LETS timekeeper.
• Coordinate onsite and virtual Lab-hosted meetings and events, including event requests, space and visitor access, AV/Zoom setup, meals, travel and lodging logistics, and event budget tracking and closeout.
• Conduct Visual Compliance RPS entity screenings and record results in the appropriate database.
• Submit and track work requests; manage office supplies; coordinate mail and package delivery; and serve as the MFD representative.
• Manage calendars, meeting invitations, conference room bookings, Zoom links, agendas, and participant communications.
• Perform routine updates to internal and external IPO web pages.
• Create, update, and maintain accurate records in departmental systems; organize Google shared drives.
• Support the annual property inventory review for the IPO Property Representative.
• Contribute to special assignments and represent IPO on councils or committees as needed.

What We Are Looking For:

• A minimum of six years of relevant administrative experience in a professional setting requiring confidentiality and discretion, or equivalent experience.
• A strong team player with excellent customer service skills and the ability to work effectively with individuals at all levels across a diverse organization.
• Advanced proficiency in Google Workspace, Microsoft Office, Adobe, DocuSign, email, and calendaring systems; ability to produce high-quality, error-free documents.
• Experience handling procurement, travel, HR transactions (e.g., timekeeping, hire forms), office metrics, publication/citation databases, and conference/meeting planning.
• Exceptional written and verbal communication skills with the ability to tailor messaging to varied audiences and provide proactive follow-through and status updates.
• Strong database and records management skills, including maintaining large datasets and creating charts/graphs from data.
• Ability to work independently, exercise sound judgment, and implement more efficient and cost-effective work processes.
• Excellent ability to manage multiple tasks and projects, meet deadlines, and remain flexible under shifting priorities and time constraints.

Desired Skills/Knowledge:

• Experience with Berkeley Lab systems and tools (Wellspring Sophia, LETS, FMS, RezDesk, Travel Office etc.) 
• Relevant experience working at a National Lab or similar research institution.

Additional Information:

• Application Date: Priority consideration will be given to candidates who apply by December 8, 2025. Applications will be accepted until the job posting is removed.
• Appointment Type: This is a full-time career appointment, non-exempt (hourly paid) from overtime pay.
• Salary Range: This position is represented by a union for collective bargaining purposes. The expected hourly range for this position is $37.58 - $43.47, which fits into the full hourly range of $34.65 - $46.41 depending upon the candidate's skills, knowledge, and abilities. This includes education, certifications, and years of experience.
• Background Check: This position is 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 Modality: This position offers a hybrid work schedule, combining telework with onsite work at Lawrence Berkeley National Lab (1 Cyclotron Road, Berkeley, CA). A minimum of two onsite days per week is required—one must be Wednesday or Thursday, and the second may vary based on business needs. Occasional additional onsite tasks (such as printing/shipping, event support, or Facilities coordination) may be needed no more than once or twice per month, typically within the second onsite day. Hybrid employees must reside within 150 miles of Berkeley Lab. A REAL ID or other acceptable form of identification is required to access Berkeley Lab sites (for more information click here).

Want to learn more about working at Berkeley Lab? Please visit: careers.lbl.gov

Equal Employment Opportunity Employer: The foundation of Berkeley Lab is our Stewardship Values: Team Science, Service, Trust, Innovation, and Respect; and we strive to build community with these shared values and commitments. Berkeley Lab is an Equal Opportunity Employer. We heartily welcome applications from all who could contribute to the Lab's mission of leading scientific discovery, excellence, and professionalism. In support of our rich 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, protected veteran status, or other protected categories under State and Federal law.

Berkeley Lab is a University of California employer. It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor.

Misconduct Disclosure Requirement: As a condition of employment, the finalist will be required to disclose if they are subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct, are currently being investigated for misconduct, left a position during an investigation for alleged misconduct, or have filed an appeal with a previous employer.