Berkeley Lab's BioSciences Area Office Division has an opening for a Administrative Assistant II. Under general supervision of the Emery Station East (ESE) Operations Center Manager, this high visibility position will oversee the ESE Reception Desk and provide a variety of key administrative/clerical services to the ESE community including: answer and screen telephone calls, greet and announce visitors, review and prioritize incoming mail and authorize access for security downstairs. This position will also provide moderate to complex administrative support to the ESE Operations Team using judgment and initiative to resolve problems and carry out assigned duties and responsibilities. Must demonstrate broad knowledge of Laboratory policies and procedures pertaining to the administrative and clerical needs of the organization and make decisions within established procedures and guidelines as well as plan office work to meet deadlines. This position requires a high degree of flexibility, discretion and tact, and involves work that is of a sensitive nature and/or time critical. Interactions are with staff at all levels, internal, external and VIP guest/visitors.
What You Will Do:
Oversee ESE 4th Floor Reception Desk: screen telephone calls, greet and announce visitors, review, sort, and prioritize incoming mail, answer internal and external inquiries, and make appropriate referrals.
Independently develop work methods or procedures to meet job requirements or anticipate new requirements and identify opportunities for gains in efficiency or customer service effectiveness.
Support the ESE Operations Team, as needed, with day-to-day clerical and administrative issues including gathering, clarifying, and disseminating information internal and external to ESE/JBEI.
Assist in coordinating meetings and reviews, including logistical arrangements and production of presentation materials.
Maintain calendars and post schedules for ESE 4th floor conference rooms, as well as maintaining cleanliness and readiness of conference rooms for all meetings.
Maintain ESE visitor security logs.
Maintain calendar, and scheduling of ESE government vehicle, logging mileage and scheduling preventative maintenance.
Maintain and distribute supply inventory and monitor stock levels of the main supply area and kitchen on the 4th floor of ESE. Place supply orders, as needed, for office supplies.
Serve as key operator for all ESE4 copy machines, fax machines and public printers. Work with IT staff in monitoring supply levels and maintenance of equipment.
Update door signs for new hires, terminations and moves.
Administer the process of collecting information for new arrivals through JIRA and updating all necessary online systems, including the ESE Roster, as well as processing through the LBNL affiliate systems when required.
Assist administrative staff with the Affiliate and New Hire onboarding process including scheduling all new personnel for the ESE-20 lab introduction training and making sure they receive the training within 24 hours of arrival.
Assist administrative staff updating the ESE roster and other informational systems with new hires and moves.
Coordinate, track, and follow-up with facilities requests to Wareham.
Work with Wareham to process or arrange building and parking access for ESE visitors.
Administer the ESE4 parking program, including maintaining a stock of validation stickers, appropriate validation of valet parkers, maintenance of the paper and online Valet Logs, obtaining necessary parking contracts from employees and collection/ distribution of full-time hang tags at the discretion of the COO.
Administer the process of obtaining relevant details and ordering new runs of business cards for ESE personnel.
Act as primary point of contact for ensuring vendor access to ESE when necessary, including coordination of verifying or collecting insurance requirements from vendors as required by Wareham or LBNL, getting appropriate access to the building for vendors, and connecting vendors with the ESE personnel subject matter experts.
Maintain and update the lobby area digital signage on a routine basis to keep it timely and relevant.
Create and maintain documentation of processes and policies on a regular basis.
Act as Backup Timekeeper for ESE and Biological Systems & Engineering (BSE) Division.
Additional Responsibilities as needed:
Perform and coordinate special clerical and administrative assignments and projects as required.
Provide backup support for ESE administrative staff in their absences.
What is Required:
Competent with advanced features of PC or MAC, MS Office, Google Suite/Apps, E-mail, and Internet.
Strong analytical, arithmetic, written composition and computer skills.
Effective communication and interpersonal skills; ability to interact effectively and diplomatically with a broad range of personnel including Laboratory staff members, visitors, and external organizations.
Ability to write correspondence and proofread to produce a high volume of error-free documents with proper formatting and correct grammar and punctuation.
Experience communicating and disseminating information flow to various audiences.
Ability to work under general supervision and complete independent tasks, as necessary.
Prior experience updating and maintaining databases.
Organizational skills sufficient to independently plan office work and complete projects in a timely manner.
Ability to multi-task and handle constantly changing priorities.
Additional Desired Qualifications:
Must be able to work occasional overtime as required.
Familiarity with UC, LBNL, LLNL, and/or DOE policies and procedures preferred.
The posting shall remain open until the position is filled, however for full consideration, please apply by close of business on May 30, 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.
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 Joint BioEnergy Institute (JBEI) — Bldg. 978, 5885 Hollis St., 4th floor, Emeryville, 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: 84930
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.