Administrative Assistant III (Engineering Division)

Administrative Assistant III (Engineering Division)

Lawrence Berkeley National Laboratory (LBNL) is hiring an Administrative Assistant III to support the Engineering Division. Reporting to the Senior Supervisor of Administrative Services, this position will perform a full range of administrative and task-oriented functions, including serving as liaison for the division, and assisting with property and space projects. In this exciting role, you will provide interview scheduling and support hiring/onboarding practices, travel and expense reporting, and other divisional projects as assigned. This position will be performed in a dynamic environment with conflicting priorities requiring a high degree of flexibility and ability to multi-task. You will have the opportunity to interface with personnel at all levels both internal and external to the Laboratory. This position has an anticipated start date of August 3, 2026.

We're here for the same mission, to bring science solutions to the world. Join our team and YOU will play a supporting role in our goal to address global challenges! Have a high level of impact and work for an organization associated with 17 Nobel Prizes!

What You Will Do:

• Provide a wide range of administrative support to the division by assessing priorities to ensure accuracy and timely completion of complex tasks ensuring excellent customer service to visitors and colleague
• Report to supervisor
• Serve as a point of contact with the Division
• Partner with HR and Hiring Teams to schedule interviews and seminars
• Manage complex calendars, independently setting priorities when scheduling conflicting appointments
• Triage inquiries including answering and screening telephone calls making the appropriate referrals
• Provide logistical support for mail including reviewing, prioritizing, and disseminating
• Coordinate logistics planning for events such as formal reviews, workshops, small conferences, and program/technical meetings
• Arrange complex end to end domestic and foreign travel with multi-stop itineraries
• Prepare for new employees, affiliates, visitors, and guests by completing online request forms and tracking
• Compose, draft, and prepare correspondence and memoranda for management signature, including sensitive personnel information
• Assist with property and space projects
• Track supply inventory and maintain appropriate levels of stock for regularly used items
• Ensure operation of office equipment, including troubleshoot malfunctions and/or call for repairs
• Follow up on procurement requests and purchase requisitions
• Update Engineering Division and EPG websites with new and revised content, including requesting updated web content, taking photos, and renewing photos

What We Are Looking For:

• A minimum of 6 years of experience providing administrative support to staff at various levels in a technology, research and or academic environment
• Experience with calendar management, meeting and event coordination, travel arrangements, expense reporting, purchasing, document management, and other related administrative tasks
• Advanced proficiency with Google Workspace and MS Office Suite
• Experience coordinating events including logistics, catering, and compiling materials for attendees
• Experience arranging/rearranging multi-stop domestic and international travel, process expense reports, and reimbursements adhering to all Lab policies and procedures
• Strong database and records management skills, including the ability to create and run basic reports, track and maintain dynamic datasets, and create charts/graphs from data
• Excellent analytical skills including the ability to anticipate, identify, troubleshoot, and resolve routine and complex administrative issues
• Strong planning and organizational skills including the ability to handle multiple tasks concurrently to meet workload demands and deadlines, to respond quickly and maintain flexibility during periods of changing work priorities and tight time constraints
• Experience effectively building relationships and collaborating with individuals at all levels across a multidisciplinary organization
• Exceptional written communication skills including the ability to produce high-quality, error-free documents, tailor messaging to varied audiences, and provide proactive follow-through and status updates
• Demonstrated ability to learn and consistently apply knowledge of relevant Berkeley Lab policies and procedures

Desired Skills/Knowledge:

• A.A. Degree or equivalent experience
• Experience with the management of SmartSheet forms (creation/edits)
• Experience with Zoom web conferencing platform
• Experience with Berkeley Lab systems and tools (LETS, FMS, Trex, RezDesk, Cognos, etc.)
• Familiarity with Berkeley Lab, the University of California (UC), the Department of Energy (DOE), and/or local, state, federal policies, procedures, and regulations

Additional Information:

• Application Date: Priority consideration will be given to candidates who apply with a resume and cover letter describing their interest in the position by Thursday, July 2, 2026. Applications will be accepted until the job posting is removed.
• Appointment Type: This is a full-time, career appointment, non-exempt from overtime pay (hourly paid).
• Salary Range: This position is represented by a union for collective bargaining purposes and has an hourly salary range of $34.65 - $46.41 for job code 572.3. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary will be commensurate with the final candidate's qualifications and experience, including skills, knowledge, relevant education, certifications, and aligned with the internal peer group (if applicable, and union contract agreement).
• 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 is eligible for a hybrid work schedule - a combination of teleworking and performing work onsite at Lawrence Berkeley National Lab, located at 1 Cyclotron Road, Berkeley, CA 94720. This position will operate onsite 5 days per week during the initial 6 month probationary period. Thereafter, a minimum of 3 onsite days per week is required. Work schedules are dependent on business needs. Individuals working a hybrid schedule 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).
• Relocation Assistance: This position is not eligible for relocation assistance.
• Work Authorization: Candidates must be eligible to work in the U.S. at the time of hire. Visa sponsorship is not available for this position.

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. 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.