Berkeley Lab's Energy Storage & Distributed Resources Division (ESDR) has an opening for an Administrative Assistant III. The incumbent will provide a comprehensive range of administrative services to the ESDR Division including general office and institutional support, travel arrangements, conference reporting, expense report processing, procurement requests and calendar support. This position will also provide oversight and coordination for maintenance of office equipment and supplies.
What You Will Do:
Serve as a travel coordinator organizing domestic and international travel arrangements using the Laboratory's travel system and process and expense reports.
Submit conference requests and track conference approvals using the division's Smartsheet system; organize submission of approval requests.
Serve as division purchasing coordinator.
Serve as division property coordinator, working directly with Sr. Administrator, Division and Area Property PoCs; keep accurate and up-to-date records, comply with LBNL policies, execute property inventories.
Support ESDR scientific staff and the division administrative team by responding to requests for administrative and clerical support with flexibility and tact in a constantly changing environment.
Coordinate with administrator work leads on logistical planning and support for internal and external meetings, conferences, workshops and other events, ensuring compliance with LBNL event policies.
Directly assist Sr. Administrator and Area and Division Publications PoC using the UC Pubs system and the Biblio Plug-In on the ETA Publications site.
Provide calendar support to scientific staff and research groups as needed
Provide direct logistical and planning support to scientific staff for internal project meetings and seminars utilizing, when necessary, Zoom web-conferencing or other collaboration software and coordinating with Area seminar PoC.
Prepare paperwork for participating guests, students, and affiliates, including stipends, honorarium, invitation letters and other documentation.
Directly assist administrator work lead with compilation, formatting, proofreading and preparation of accurate, complex technical reports, presentations, proposals, and other documentation.
What is Required:
A minimum of 6 years relevant administrative knowledge and experience providing a broad spectrum of support services requiring initiative, flexibility and independence.
Experience with travel, procurements, event coordination, property and other complex administrative tasks.
Demonstrated ability to provide proactive customer support by anticipating, identifying and resolving routine and complex administrative problems.
Ability to creatively problem-solve, suggest new ways to improve quality and cost-effectiveness of current services.
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.
Intermediate to advanced MS Office skills.
Experience with cloud- and browser-based systems for sharing information; ability to quickly learn new applications and platforms.
Excellent verbal and written business communications skills.
Availability to work occasional overtime, as required.
Additional Desired Qualifications:
Familiarity with University of California, Berkeley Lab, and Department of Energy policies and procedures is preferred.
Experience working in a research or similar environment.
The posting shall remain open until the position is filled, however, for full consideration, please apply by close of business on November 8, 2018.
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 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: 85840
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.