Administrative Assistant III

Lawrence Berkeley National Lab's (LBNL) Molecular Foundry Division has an opening for an Administrative Assistant III to join the team.

In this exciting role as an Administrative Assistant III, you will interact with internal and external people at all levels to coordinate activities, resolve complex issues, and assist with the development and implementation of new techniques and procedures.

What You Will Do:

• Provide comprehensive support for Foundry scientists and staff in 7 Foundry Facilities.
• Provide excellent customer service to visitors and internal staff; anticipate customer and staff needs, understand and provide guidance on policies and procedures to ensure compliance; maintain a comprehensive understanding of the solutions available to resolve inquiries.
• Process purchase requisitions for laboratory, computer, and office supplies and minor equipment, assist staff in navigating procurement and shipping systems.
• Arrange and process complex domestic and foreign travel.
• Perform multiple concurrent tasks, determine actions required, provide follow through, and respond to inquiries. Establish and maintain effective tracking systems.
• Track supply inventory and maintain appropriate levels of stock for regularly used items.
• Ensure operation of office equipment; troubleshoot malfunctions and/or call for repairs.
• Maintain up to date posting of calendars, name plates and flyers across facility conference rooms and common areas; maintain organization in common areas of the Foundry and assigned department areas.
• Assist with coordination of logistics for events such as formal reviews, workshops, small conferences, and program/technical meetings.
• Manage complex calendars, independently determining scheduling priorities.
• Gather information from various sources, compile data, and prepare/compose correspondence, complex reports, and presentations.
• Work successfully with administrative team members to ensure coverage; provide back up as needed.
• Assist in Foundry Communications, including preparation of newsletters, news releases and pieces for the website as well as additional website upkeep.
• Provide support to EH&S staff, including all staff compliance with workplace training requirements.

What is Required:

• A minimum of six years of specialized administrative experience in a high technology, research or government environment.
• Experience and ability to work under limited supervision.
• Demonstrated independent and sound problem solving, analytical, critical thinking and decision-making skills.
• Proven organizational skills to be able to independently establish priorities and ensure completion of a wide range of projects in a timely manner.
• Demonstrated experience in leading administrative team efforts.
• Must be able to interact diplomatically with a broad range of personnel internal and external to the organization; ability to establish and maintain cooperative working relationships with a diverse range of persons.
• Advanced computer skills including programs such as Google Workspace, Microsoft Office, electronic mail, and calendaring systems.
• Ability to work occasional overtime, and maintain flexibility during periods of changing work priorities and tight time constraints.
• Excellent verbal and written communication skills.

Desired Qualifications:

• Use of Government Vehicles requires a valid California driver's license.
• Experience planning travel, both domestic and international.
• Experience with managing logistical arrangements for conferences, meetings and reviews.
• Experience in an academic or scientific environment.

This position will remain open until filled.

Notes:

• This is a full-time, career appointment, 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 Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA.

Based on University of California Policy - SARS-CoV-2 (COVID-19) Vaccination Program and U.S Federal Government requirements, Berkeley Lab requires that all members of our community obtain the COVID-19 vaccine as soon as they are eligible. As a condition of employment at Berkeley Lab, all Covered Individuals must Participate in the COVID-19 Vaccination Program by providing proof that vaccination requirements have been met or submitting a request for Exception or Deferral. Visit covid.lbl.gov for more information.

Berkeley Lab is committed to Inclusion, Diversity, Equity and Accountability (IDEA) and strives to continue building community with these shared values and commitments. Berkeley Lab is an Equal Opportunity and Affirmative Action Employer. We heartily welcome applications from women, minorities, veterans, and all who would contribute to the Lab's mission of leading scientific discovery, inclusion, and professionalism. In support of our diverse global community, all qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status.

Know your rights, click here for the supplement: Equal Employment Opportunity is the Law and the Pay Transparency Nondiscrimination Provision under 41 CFR 60-1.4.