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Administrative Assistant III

Cyclotron Road

Cyclotron Road

Administration
California, USA
Posted on Monday, June 10, 2024

The Berkeley Lab is seeking an Administrative Assistant III to provide a full range of advanced, complex, and diverse administrative services to multiple departments and groups within the Applied Mathematics and Computational Research Division and Scientific Data Division.

Operating in a dynamic setting with varied priorities, you'll need strong judgment and initiative to foresee and solve problems. Your role demands exceptional organizational skills, attention to detail, and adeptness in managing multiple tasks and priorities. Interaction with internal and external management at all levels is frequent, requiring flexibility, discretion, and tact.

What You Will Do:

  • Arrange travel and manage associated paperwork, advising on LBNL Travel policies.
  • Provide procurement and financial reimbursement support, adhering to LBNL Procurement policies.
  • Schedule appointments, job interviews, seminars, and meetings; coordinating venues and catering.
  • Utilize Excel, PowerPoint, Word for document creation, editing, and storage.
  • Independently manage clerical tasks efficiently and accurately, coordinating with other LBNL departments.
  • Act as a liaison to UC Campus departments, advising on LBNL policies.
  • Serve as LETS Timekeeper for supported programs.
  • Interact with internal and external contacts to coordinate activities and respond to inquiries, including managing paperwork for meetings and travel arrangements.
  • Manage office setups, signage, phones, and charges in coordination with LBL operations personnel.
  • Maintain electronic and hardcopy filing systems as needed.

What is Required:

  • Minimum six years of specialized administrative experience in a high-tech environment, with a proven track record in team settings.
  • Strong oral and written communication skills.
  • Demonstrated initiative in problem-solving with minimal guidance.
  • Ability to establish and maintain effective relationships with key Laboratory personnel.
  • Polished interpersonal skills for interactions at all organizational levels and with Lab visitors.
  • Strong problem-solving ability, adept at managing multiple tasks under pressure with attention to detail.
  • Excellent organizational skills to prioritize tasks, work independently, and manage complex projects concurrently.
  • Proficiency in creating and maintaining documents in Word, PowerPoint, and Excel, including advanced features.

Desired Qualifications:

  • Proficient in project tracking systems, databases, and spreadsheets.
  • Familiarity with procurement and reimbursement processes.
  • Successful experience in a research unit.
  • Knowledge of administrative policies and practices in research institutions like LBNL and DOE.
  • AA degree.

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.
  • The full hourly range for this position is $31.12 - $41.69. The hourly rate 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 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.

Learn About Us:

Berkeley Lab is a U.S. Department of Energy national laboratory managed by the University of California and designated a Federally Funded Research and Development Center. Located in the San Francisco Bay Area, we have a close relationship with UC Berkeley, as well as robust partnerships with other academic institutions and industries, including those in Silicon Valley. The Laboratory conducts world-class research that supports clean energy, a healthy planet, and solution-inspired discovery science. Berkeley Lab is defined by our deeply felt sense of stewardship, which we describe as a commitment to taking care of the Laboratory's research, people, and resources that are entrusted to us. Our values of team science, innovation, service, trust, and respect knit us together as a community. We practice these values and prioritize our principles of inclusion, diversity, equity, and accountability (IDEA) to build highly effective teams that produce world-class science and technology and where all individuals, regardless of their backgrounds, disciplines, and experiences, can thrive.

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.

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 60-1.40.