Reporting to the Business Services Manager, the Conference Services Coordinator will provide specialized administrative and event support services for the Conference Services Department within the Office of the Chief Financial Officer (OCFO). Responsibilities include independent management, planning and oversight of moderately complex operational and administrative tasks. In this position you will interact with personnel at all levels within and outside the division; have a broad knowledge of Conference Services department and division practices, techniques and compliance issues as well as applicable Controller's Office practices. This position works without specific instructions and prescribed procedures while ensuring the day-to-day office management of the department and providing solutions to administrative problems of moderate complexity.
What You Will Do:
Review and triage incoming correspondence and inquiries to determine significance and coordinate appropriate responses. Compose correspondence and send out communication emails under the team's signature to both internal and external recipients.
Responsible for event-related registration websites primarily using the CVENT web registration platform. Support Divisions with registration methods, set-up and testing of registration sites, daily management, reporting, refunds, cancellations and close-outs. Ensure timely payment and reconciliation of division charges.
Responsible for CVENT meeting request management through evaluating requests and determining next steps. Also responsible for new requester set up and modification.
Oversee preparation of materials and supplies for events, including printing and assembly of conference name tags, Conference Services supplies and storage, requests for equipment check-out and maintain overall quality control of materials and supplies.
Support Conference Accounting processes by tracking and monitoring event related funds deposits, payments and registration resource adjustments
Coordinate the collection of required information for Department of Energy (DOE) reporting actuals process.
Implement administrative and office procedures for Conference Services. Participate actively in quality, process improvement and reengineering efforts (e.g. electronic file management system; internal and external communications, tools and databases, distribution lists, directories, and website).
Prepare and/or coordinate preparation of presentations, reports, performance data and other material in support of the team's activities and meetings. Review documents prepared by others to ensure they are error-free, subject matter is presented clearly and concisely, formatting is consistent throughout documents and conforms to OCFO and Laboratory branding.
Limited travel for some events.
What is Required:
Bachelor's Degree or equivalent experience in Business Administration or a related field and a minimum of 2 years of related professional-level experience or an equivalent combination of education and experience.
California driver's license.
Demonstrated skills in office administration practices and procedures. Excellent judgment in handling of urgent matters, to determine items that require immediate attention, and initiative to seek necessary information to complete tasks or to redirect requests to others for action as appropriate.
Knowledge of and experience in interpreting and applying policies and procedures.
Demonstrates strong communication skills, both written and verbal, to effectively prepare documentation, reports and compliance advice to Laboratory personnel, and/or other external organizations and agencies.
Experience in the development and maintenance of complex spreadsheets and databases containing some advanced functions. Experience in utilizing commercial and/or institutional travel and financial tools.
Intermediate capability in Microsoft Word, Excel, PowerPoint, Google calendar and email applications.
Ability to produce professional quality, error-free documents, reports and presentations using a PC or Mac computer applications. Understanding of standard computer applications and office computer hardware configurations.
Broad knowledge of event planning fundamentals and compliance requirements related to events and attendance at events.
Experience working with events industry vendors such as hotels, caterers, event venues, rentals, ground transportation, etc.
Additional Desired Qualifications:
Knowledge of Regulations Procedures Manual (RPM), and applicable Lawrence Berkeley National Lab (LBNL), DOE, and UC policies and procedures.
Knowledge of CVENT event management software
The posting shall remain open until the position is filled.
This is a full-time career appointment, exempt (monthly paid) from overtime pay.
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 the Office of the Chief Financial Officer (OCFO) -- Bldg. 971, 6401 Hollis St., Emeryville, CA; however, travel occasionally to/from the Berkeley Lab Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA and to offsite events is required.
Learn About Us:
Working at Berkeley Lab has many rewards including a competitive compensation program, excellent health and welfare programs, a retirement program that is second to none, and outstanding development opportunities. To view information about the many rewards that are offered at Berkeley Lab- Click Here.
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: 88024
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.