Administrative Assistant III

Lawrence Berkeley National Laboratory - San Francisco Bay Area, CA4.2

Full-time
Berkeley Lab’s Bioscience’s Division has an opening for an Administrative Assistant III. As an Administrative Assistant III in the Biosciences Area Office, you will provide customer-oriented administrative and operational support to managers and professional employees including centralized travel and procurement support to various scientific research programs and their scientific groups. Establish work priorities to ensure completion of duties and assignments according to assigned schedules and independently tracked deadlines. Perform all work in accordance with University of California, Berkeley Lab, and Department of Energy policies and procedures.

What You Will Do:
Coordinate travel arrangements. Make pre- and post-travel arrangements ensuring proper conference authorizations are obtained and complete appropriate forms for submission to Laboratory’s Travel Department. Track travel authorizations and expense reports. Make air, hotel and rental car reservations and other transportation arrangements as needed. Research potential carriers and routes and do cost comparisons.

Place PCard and blanket orders. Maintain required hard copy and electronic files.

Input and track ePro requisitions as needed. Interact with buyers and budget analysts to expedite approvals and processing of orders. Take initiative in resolving and anticipating potential problems with requisitions. Assist in training customers in the preparation of requisitions. Ensure requisitions are complete using guidance provided in the appropriate policies and procedures.

Process and track non-travel reimbursements, including stipends, honoraria and UCB Campus reimbursements.

Prepare paperwork for and track FedEx shipments.

Assist department supervisors and staff in compiling information and preparing reports and presentations using appropriate computer applications.

Independently set up and coordinate complex logistics of internal and external meetings, tele/audio conferences and other meetings that may include attendees from other academic institutions and governmental agencies.

Compose, draft, edit, and prepare memos and other types of correspondence.

Act as vehicle custodian for the building fleet vehicles.

Create and maintain archiving forms based upon lists created by PI and arrange for transportation of files to Archives & Records.

Serve as back up to the Division’s other AAIIIs during absences and as needed.

Additional Responsibilities as needed:
Provide support to other Biosciences administrative staff and act as backup to the Potter Street Front Desk Security Guard, as necessary.

Perform and coordinate special assignments and projects, as required.

Perform other duties as assigned.

Respond to and manage communications (incoming phone calls, faxes, and mail); prioritize and triage administrative issues or route to appropriate sources. Serve as a liaison with a wide variety of personnel from LBNL, NIH, DOE and other research institutions.

What is Required:
Requires a minimum of 6 years of administrative experience, which should include providing a broad spectrum of support services.

Strong problem-solving skills and analytical ability.

Demonstrated ability to perform job duties in a proactive manner.

Experience handling sensitive and confidential information with discretion.

Excellent planning and organizational skills with demonstrated ability to independently establish priorities, manage multiple projects simultaneously with short deadlines and frequent interruptions, and complete assignments in a timely manner.

Ability to communicate effectively, both verbally and in writing.

Excellent interpersonal skills and diplomacy.

Proficiency with Mac/PC and associated software including email, word processing, spreadsheet, database and computer graphics software applications.

Additional Desired Qualifications:
A.A. Degree preferred or equivalent experience.

Familiarity with University of California, Berkeley Lab, and Department of Energy policies and procedures.

Knowledge of LBNL human and animal use protocol requirements and reporting procedures.

Specialized knowledge in NIH, WFO and DOE grant application and reporting procedures.

Specialized knowledge in LBNL’s procedures, policies and practices in administrative areas of responsibility.

Knowledge of scientific or medical terminology.

Availability to work occasional overtime as required.

Valid CA driver’s license.

The posting shall remain open until the position is filled.

Notes:
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.

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 West Berkeley Biocenter (Potter St.) — Bldg. 977, 717 Potter St., 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 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."