Administrative Assistant III

Job Description

Job Description

5-6 month contract with extension possibility

Location - Berkeley, CA

Lawrence Berkeley National Laboratory

$48.62 per hour plus benefits

Administrative Assistant III

Perform a full range of administrative and task-oriented functions, serve as backup LETs timekeeper for the division, assist with property and space projects and other divisional projects as assigned. Tasks are performed in a dynamic environment with conflicting priorities requiring a high degree of flexibility and ability to multitask. The position requires frequent interaction with personnel internal and external to LBNL. This position will report to the Senior Supervisor of Administrative Services.

RESPOSIBILITIES

• 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 point of contact with all Division Group Leaders
• Work closely in collaboration with the HR Recruiter and Hiring Manager, schedule interviews and seminars
• Manage complex calendars, independently setting priorities when scheduling conflicting appointments
• Ensure deadlines are met; keep management and staff informed on key issues
• Coordinate logistics for events such as formal reviews, workshops, small conferences, and program/technical meetings (including logistical planning)
• Arrange and process complex domestic and foreign travel with complicated itineraries
• Prepare for new employees, affiliates, visitors, and guests by completing online request forms and tracking for completeness
• Compose, draft, and prepare unique correspondence and memoranda; compose correspondence on own initiative for management signature, including sensitive personnel information
• Perform multiple concurrent tasks, determine actions required, provide follow through, and respond to inquiries
• Establish and maintain effective tracking systems
• Assist with property and space projects
• Track supply inventory and maintain appropriate levels of stock for regularly used items
• Ensure operation of office equipment; troubleshoot malfunctions and/or call for repairs
• Anticipate, identify and recommend appropriate actions and solutions to solve complex administrative problems for the Division
• Follow up on procurement requests, submit and follow-through on check requests and purchase requisitions.
• Division Web Assistant

QUALIFICATIONS

• Minimum of 6 years of experience providing administrative support to various levels of staff in an environment similar to that of technology, research and or academia
• Administrative experience and skills (word processing software, email systems and internet search engines)
  • Technical proficiency in Microsoft Suite.
  • Experience scheduling meetings and events using Google Calendar
• Experience tracking, compiling and monitoring data and results
• Strong analytical, arithmetic, written composition, computer skills, responsiveness and follow through.
• Effective organizational skills including the coordination of multiple activities and ability to independently determine and set priorities and goals with limited task definition
• Demonstrated effective communication and interpersonal skills, effective teamwork, positive interpersonal relationships and collaboration
• Experience working in an environment with changing deadlines, instructions, priorities, frequent interruptions and short deadlines
• Effective customer service skills and ability to work with all levels of staff in a diverse environment
• Experience coordinating events including logistics, catering, and compiling materials for attendees
• Experience arranging travel and processing expense reports
• Organizational skills, attention to detail, accuracy, responsiveness and follow through
• Demonstrated ability to prioritize and manage multiple, complex tasks with changing priorities
• Experience functioning effectively as a team member demonstrating initiative, flexibility, resourcefulness, organization
• Ability to learn and consistently apply knowledge of relevant Berkeley Lab policies and procedures.
• Familiarity with delivery of support services in the Laboratory or scientific environment
• Experience or familiarity with management of SmartSheet forms (creation /edits)
• Experience or familiarity with Zoom meetings
• Experience in or familiarity with Department of Energy (DOE), Berkeley Lab,