Berkeley Lab's Earth & Environmental Sciences Division has an opening for an Administrative Assistant III (AAIII). The incumbent will provide administrative support to the Earth & Environmental Sciences Area (EESA) as part of EESA Operations (AUOP). You will provide a comprehensive range of specialized administrative services requiring considerable judgment and initiative. The incumbent will be expected to apply highly specialized knowledge to ensure that EESA is successful in supporting its 200+ staff, guests, student population.
You will provide a wide range of administrative support to EESA leadership and staff and be expected to be well versed in all aspects of the AAIII role in order to provide adequate backup support for other team members in the functional areas of: Administration, Finance, Human Resources, Office Space, Public Affairs, Safety and General Operations.
What You Will Do:
Act as the first point of contact for external and internal customers of EESA.
Provide daytoday administrative support to staff and guests, Division's Business Center Resources, and Division Leadership.
Provide guidance and training to ensure compliance with various administrative and general business processes.
Orient Staff and Affiliates to resources.
Create and maintain filing systems.
Act as a backup for administrative personnel at other locations.
Will be responsible for coordinating fully hosted seminars and meetings.
Coordinating the Distinguished Scientist Seminar Series, Modeling Forums, interview itineraries, and other group organized events.
Responsible for ensuring general calendar is up to date and is a resource for planning purposes throughout the Division. Support all aspects of event planning.
Work with Event Organizer(s)/Team to identify meeting space, dates, AV, meal, special shuttle, evening dinner needs, logistics, travel, accommodations, and transportation needs.
Create Event Approval Request.
Act as a Property Coordinator. Update property databases with new custodian assignments, property passes.
Act as a Timekeeper. Assist and train employees on using LETS.
Support the Procurement (ePRO) Requisition Process.
Represent the Division on a variety of councils and committees within and external to the Division as assigned.
On a routine basis, incumbent will track and maintain accurate data and reports.
Ensure accurate and timely completion of activities associated with various financial and administrative responsibilities in response to funding sponsors, the Institution, the Division, and Division Program level requirements.
Additional Responsibilities as needed:
Work on special projects for senior management or other activities as assigned by your Supervisor and/or Business Manager.
Lead or provide direction to support personnel. Serve as a team/ project leader on administrative projects
What Is Required:
This opportunity requires a confident team player with excellent interpersonal/customer service skills and a minimum of 6 years of relevant administrative assistant experience.
Must be able to work effectively with a diverse range of people.
Work independently and as a part of a team that includes individuals of various levels within the organization.
Strong computer skills at an intermediate to advanced level, including Microsoft Office, electronic mail, and calendaring systems.
Confidentiality and discretion skills are a must.
Experience with administrative and financial transactions and documentation (such as procurement, travel); working with financial/nonfinancial data (such as office metrics, publications and citations databases); planning conferences and meetings; processing routine HR actions (time keeping, employee and guest hire forms); interacting with general office activities.
Strong skills with demonstrated ability to independently operate within a front office environment.
Strong skills with a great interest in working with accessing, relating, inputting and maintaining databases with a demonstrated ability to analyze and synthesize data into charts, graphs, and queries using various software applications.
Demonstrated independent and sound problem solving and decision making skills and the ability to suggest and implement new ways of providing efficient and cost effective support services.
Advanced written and verbal communication skills and ability to independently compose standard correspondence and other administrative letters, email, etc. Demonstrates advanced administrative skills including accurate and excellent proofreading, editing and grammar skills.
Advanced computer experience with computer programs including Word, PowerPoint, Excel, Acrobat; must be able to produce high quality, error free documents. Knowledge of calendaring tools, email, the web environment, EndNote is desirable.
Ability to learn quickly, be a critical thinker, ask questions or verify instructions.
Ability to function independently as well as part of a team and take direction from other administrative assistants, work leads, supervisor, and EESA customers in general.
Ability to conduct work at multiple locations, travel to various onsite locations and be mobile.
Ability to work occasional overtime, to respond quickly, and maintain flexibility during periods of changing work priorities and tight time constraints.
Additional Desired Qualifications:
Experience in or familiarity with DOE, Lab, or University of California policies and procedures, preferred.
Experience working in a strong safety culture.
Knowledge of relevant LBNL policies and procedures.
Knowledge of LBNL systems (such as Asset Management System, ePRO, eBUY, TREX) or PeopleSoft.
The posting shall remain open until the position is filled, however for the first two weeks, position will be posted for internal Teamsters Local 2010 employees only - ending at close of business on May 29, 2019.
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 thePay Transparency Nondiscrimination Provisionunder 41 CFR 60-1.4. Clickhere to view the poster and supplement: "Equal Employment Opportunity is the Law."
Internal Number: 87015
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.