Berkeley Lab's Facilities (FA) Division has an opening for an Administrative Assistant III. You will provide administrative support to the FA managers, supervisors, work leads, and staff. You will independently provide day-to-day advance and complex administrative support for a division of approximately 250 employees. Independently create non-routine graphics, technical reports, spreadsheets or databases. Assess inquiries and requests; determine the level of priority or emergency, and respond systematically to ensure appropriate action. Track and assist in ensuring timely completion of various action items. Create and maintain resources and working files relating to technical projects, laboratory activities, and other administrative topics.
What You Will Do:
Administration and Logistics - Coordinate division calendars; arrange high-level meetings, training and special divisional or departmental events; prepare and distribute communications to FA staff; handle management requests, which may include sensitive information (e.g. scanning performance reviews, etc.); create accounts for new hires or contract employees; update division-wide contact lists; generate data-intensive reports for program assessments and/or DOE reviews including advanced spreadsheets and presentation materials; organization charts; manage the office equipment, maintenance service contracts, asset management, fleet / government vehicle activities and vendor communications; organize, order and restock the supply room; act as division liaison with the Information Technology Division to coordinate phone or computer upgrades; represent Facilities in safety meetings, process procurement and pCard requests. Enter work orders in Maximo (Facilities' production database) for repairs, services, and construction work; coordinate and handoff to the Work Planning and Control office; create and maintain emergency contact list and numbers.
Travel Arrangements - Prepare travel arrangements for FA staff and external guests; coordinate with Lab Travel Office to initiate Trip number, arrange flights, hotels, car reservations, and workshop/conference fees; prepare travel authorizations, vouchers, and expense reports and ensure all information and approvals have been completed; handle traveler issues and reimbursement disputes.
Communication- FA point of contact for lab wide customers; answer phone calls and assess and determine the level of priority for escalation; handle emergency notification protocols; alert FA managers and safety personnel; collect key information in a calm and systematic approach.
Procurement - Prepare purchase requisitions, E-Buy orders, and pCard transactions; reconcile invoices and transactions.
Time Keeping - Work with FA Supervisors and craft workers to make corrections in LETS timekeeping system.
FA Event Planning - Plan, organize, prepare, and coordinate cleanup of FA employee activity events; create an annual calendar of activities and high-level meetings, social events, and safety contests.
Pool Vehicles - Manage lab wide reservations; track availability, mileage logs and customer license numbers; keep and issue keys, car wash tickets, and fuel cards; generate reports for proper billings; coordinate with vendors and schedule installation and removal of GPS units;
Property Inventory - FA point of contact for LBNL Property Management Office; verify custodianship in AMS program and resolve discrepancies; conduct FA property inventory and meet utilization metrics; transfer idle material to Property Reuse.
What Is Required:
Strong customer service. Ability to communicate effectively with all levels of staff, internally and externally to the Lab. Must stay calm in receiving emergency calls and follow proper procedures in attaining critical information to alert proper authorities.
Strong administrative experience and knowledge including equipment, filing systems, and office procedures and processes.
Demonstrated computer skills including proficiency in Microsoft Word, Excel, PowerPoint, Google Docs, Visio, Google. email & calendar, and other software as needed to complete tasks.
Provide travel arrangements and expense report processing
Provide a full range of advanced and complex administrative responsibilities, technical reports, and presentations by using Microsoft for word processing, presentation material, database management, and spreadsheet development.
Proficiency with online cloud-based collaboration tools such as the Google suite of products, Smartsheet, etc.
Ability to anticipate potential problems and provide sound solutions and alternatives.
Provide continual analysis of emerging work demands and propose system improvements and solutions
Ability to learn a board variety of computer software, such as Maximo, Petrovend Fuel Program, IBox Trackit package tracking software, AMS property inventory software, FMS and Sunflower property management software, IRIS/BRS, TAMS hazardous shipping database, Excel, Filemaker, etc.
Ability to plan, schedule, and coordinate complex meetings and interviews. This will include providing logistical support, travel arrangements, and assistance with various entities.
Experience in organizing meetings and other events including logistical arrangement, coordination with others and production or review materials.
Ability to create and maintain high-quality reports, records and files.
Ability to work independently to carry out responsibilities of the position.
Organizational skills sufficient to independently establish priorities and use sound judgment in carrying out multiple assignments in a timely manner.
Experience interacting diplomatically with the public in a high-volume setting and establishing and maintaining cooperative working relationships with a wide range of individuals (internal and external)
Demonstrated ability to work well in a team environment and show discretion in handling sensitive situations
Organizational skills sufficient to independently establish priorities and ensure completion of projects in a timely manner
Additional Desired Qualifications:
Familiar with maintenance and management of document control systems including the control of draft and release, storage, tracking and distribution of documents.
Familiar with web design software and platforms
Familiarity with University of California general administrative support services policies and procedures
Valid California Driver's License, ability to drive a government vehicle.
The posting shall remain open until the position is filled.
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 predetermined based on collective bargaining agreement step rates.
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: 89039
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.