Administrative Assistant

Joint Division Timekeeper

The Joint Division Operations team (Chemical Sciences and Material Sciences) is looking for temporary staffing to provide backfill support for an employee on leave. This is a full-time position. We are looking for someone experienced in either travel or timekeeping, through mid-October. Individuals with experience working at LBNL or UC Berkeley are preferred.

Job Responsibilities

• Manage timekeeping for staff and faculty, including sending pre- and post-sweep reminders for unreleased and unapproved time.
• Assist employees and supervisors with LETS timesheet corrections and coordinate effort corrections with the Research Administrator.
• Ensure compliance with established timekeeping procedures.
• Serve as the primary point of contact for Payroll and internal timekeeping inquiries.

AND/OR

Chemical Sciences Division Travel

• Process conference attendance, ensuring all authorizations and forms are submitted to the Travel Department.
• Serve as the primary point of contact for travel and conference inquiries from Chemical Sciences Division staff, affiliates, and guests.
• Manage travel requests and expense reports for all travel types, including:
• Coordinating foreign travel approvals with Division and Area leadership, ensuring all required details (agendas, travel modes) are included.
• Research carriers/routes and make air, hotel, and rental car reservations as requested.
• Ensure travelers complete required safety/security training and understand export control requirements.
• Track multi-level travel authorizations and expense reports to prevent delays; provide reporting as needed.
• Advise staff on LBNL travel policies to ensure compliance.

Position Qualifications

Essential

• AA degree preferred. Minimum 4 years relevant experience in a high technology environment. Strong analytical skills.
• Demonstrated ability to work with limited supervision and to lead and execute tasks with appropriate autonomy, in an accurate and timely manner.
• Strong customer service skills, displaying a high degree of tact and professionalism with the ability to develop effective work relationships with key Laboratory personnel at all levels, including administrative, operations, scientific, and technical areas.
• Ability to perform simple mathematical calculations using spreadsheets, such as calculating percentages and sums.
• Advanced personal computer skills, intermediate keyboard skills, familiarity with computers, MAC or PC platform, with experience using email, websites, Microsoft Word, Excel, Google Docs, Google Sheets, etc. Ability to quickly learn new applications and platforms. Ability to navigate, maintain, and update databases.

• Excellent communication skills: oral, written and interpersonal.
• Experience in providing assistance in an efficient and proactive way.
• Strong organizational and recordkeeping skills.
• Proven dependability.
• Knowledge of or ability to learn LBNL systems, including Travel (TREX/FMS), BAR, and/or LETS timekeeping system.

Marginal

• Experience working in an academic or research environment.