Berkeley Lab's Chemical Sciences Division has an opening for an Administrative Assistant III. The person in this position will coordinate and perform daily administrative tasks with limited supervision, carefully monitoring action items and making day-to-day administrative decisions. The incumbent will apply advanced knowledge and skills in administrative and technical details and exercise discretion and judgment in an extremely busy environment. They will review, research, facilitate, or resolve administrative items and independently develop procedures and resources to meet administrative needs. The incumbent will have limited direction for functions of unusually broad scopes and complexity and will be required to utilize exceptional organizational skills. The person in this position reports to the Senior Administrative Supervisor in the Chemical Sciences Division.
What You Will Do:
Provide administrative support to researchers including preparation of complex documents. Edit and proofread as needed.
Update and maintain Principal Investigators (PIs) publication lists and CVs.
Work with group management to assist in maintaining websites.
Serve as point of contact with Human Resources for routine personnel actions, including recruitment, hiring and terminations, as well as affiliate processing. Maintain and distribute rosters and phone lists, and distribute mail.
Maintain and distribute rosters and phone lists, and distribute mail.
Assist with property management activities in consultation with the division property representative.
Serve as a liaison with the Chemical Sciences Division Office for gathering and disseminating important information and guidance as requested.
Coordinate and prepare for scientific and administrative meetings, DOE program reviews, workshops, group seminars, meetings and conferences.
Assist in preparation of review documents.
Provide administrative support to the Chemical Sciences Division Safety Manager. Monitor Work Planning and Controls (WPC) database facilitating worker assignment, acceptance, training and authorization.
Coordinate, prepare, and track domestic and foreign travel arrangements and approvals; process travel reimbursement requests.
Work with Travel Office and travelers/assistants to reconcile discrepancies and resolve problems.
Attend monthly Travel Liaison Council (TLC) meetings and update team members with policy changes.
Process requests for supplies, equipment and service procurements, input requisitions, obtain necessary approvals, track and troubleshoot receiving of items, and coordinate returns as needed.
Track supply inventory and maintain appropriate levels of stock for regularly used items.
Track project budgets and costs.
Additional Responsibilities as needed:
Perform other administrative support tasks as requested and approved by supervisor.
May lead or provide direction to support personnel.
May serve as a team/project leader on administrative projects.
All other duties as assigned such as: back-up phone coordinator, site/badge access, IT requests, key requests, work requests, and back up to other administrative staff.
What is Required:
Strong customer service orientation and ability to support a diverse range of customers at all levels of the organization.
Must have excellent verbal and written communication skills.
Demonstrated experience and strong performance in a broad range of general administrative services.
Demonstrated ability to independently organize, prioritize and complete work with limited supervision.
Must be able to manage competing demands and changing priorities calmly and effectively.
Must be attentive to detail and have the ability to proofread and edit own work. Demonstrated ability to interact effectively with a wide range of persons and to communicate successfully with individuals who have diverse language and cultural backgrounds.
Demonstrated successful experience at the intermediate to advanced skill level with Word, Excel, EndNote, PowerPoint, and other electronic travel, calendar and business systems applications.
Familiarity with general administrative policies and procedures.
Demonstrated knowledge of procurement procedures/policies required to obtain supplies and services. Experience interfacing with Human Resources staff to support routine personnel transactions including hiring and terminations.
Additional Desired Qualifications:
Familiarity with UCB general administrative support services policies and procedures.
a cover letter.
The posting shall remain open until the position is filled, however for full consideration, please apply by close of business on February 15, 2018.
This is a full time career appointment.
Full-time, M-F, non-exempt (hourly paid) from overtime pay.
This position is represented by a union for collective bargaining purposes.
For the initial two-week period of this posting, only Teamsters Local 2010 clerical and allied services bargaining unit employees will be considered. Unit employees who wish to take advantage of this two-week period must identify themselves as being a Teamsters Local 2010 employee when applying online.
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.
Work will be primarily performed at: Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA.
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.
Equal Employment Opportunity: Berkeley Lab is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. Berkeley Lab is in compliance with the Pay Transparency Nondiscrimination Provision under 41 CFR 60-1.4. Click here to view the poster and supplement: "Equal Employment Opportunity is the Law."
Internal Number: 84515
About Lawrence Berkeley National Laboratory
In the world of science, Lawrence Berkeley National Laboratory (Berkeley Lab) is synonymous with excellence. Thirteen scientists associated with Berkeley Lab have won the Nobel Prize. Fifty-seven Lab scientists are members of the National Academy of Sciences (NAS), one of the highest honors for a scientist in the United States. Thirteen of our scientists have won the National Medal of Science, our nation's highest award for lifetime achievement in fields of scientific research. Eighteen of our engineers have been elected to the National Academy of Engineering, and three of our scientists have been elected into the Institute of Medicine. In addition, Berkeley Lab has trained thousands of university science and engineering students who are advancing technological innovations across the nation and around the world. Berkeley Lab is a member of the national laboratory system supported by the U.S. Department of Energy through its Office of Science. It is managed by the University of California (UC) and is charged with conducting unclassified research across a wide range of scientific disciplines. Located on a 200-acre site in the hills above the UC Berkeley campus that offers spectacular... views of the San Francisco Bay, Berkeley Lab employs approximately 4,200 scientists, engineers, support staff and students. Its budget for 2011 is $735 million, with an additional $101 million in funding from the American Recovery and Reinvestment Act, for a total of $836 million. A recent study estimates the Laboratory's overall economic impact through direct, indirect and induced spending on the nine counties that make up the San Francisco Bay Area to be nearly $700 million annually. The Lab was also responsible for creating 5,600 jobs locally and 12,000 nationally. The overall economic impact on the national economy is estimated at $1.6 billion a year. Technologies developed at Berkeley Lab have generated billions of dollars in revenues, and thousands of jobs. Savings as a result of Berkeley Lab developments in lighting and windows, and other energy-efficient technologies, have also been in the billions of dollars. Berkeley Lab was founded in 1931 by Ernest Orlando Lawrence, a UC Berkeley physicist who won the 1939 Nobel Prize in physics for his invention of the cyclotron, a circular particle accelerator that opened the door to high-energy physics. It was Lawrence's belief that scientific research is best done through teams of individuals with different fields of expertise, working together. His teamwork concept is a Berkeley Lab legacy that continues today.