Administrative Assistant III

Berkeley Lab's (LBNL) Environment, Health & Safety Division (EHS) is looking for an Administrative Assistant III to join their Operations Team!

Reporting to the Senior Business Manager, this role will be responsible for assessing and prioritizing inquiries, tracking and improving administrative workflow, and staying updated on procedural changes to inform the administrative team.

What You Will Do:

• Maintain electronic calendaring, monitor off-site notifications, and oversee document logs, staff certifications, and conference attendance.
• Schedule and attend meetings, support H&S Department Head and managers, and follow up on outstanding items.
• Support recruitment activities by scheduling interviews and communications.
• Assist BioSafety, Ventilation, Ergo, Illness & Injury, and Divisional Safety Coordinators with scheduling, meeting minutes, maintenance requests, funding recharge activities, and general customer support.
• Provide administrative support to the Division's Training Program, including instructor and conference room support, scheduling, coursework crediting, handout preparation, file maintenance, and customer inquiries.
• Manage administrative requests through the EHS Administrative Help Desk application.
• Handle mail and package reception, light housekeeping, office supplies, and copier/printer consumables.
• Support staff on-boarding and off-boarding procedures.
• Use advanced computer skills including MS Office Suite (Word, Excel, PowerPoint, etc), Google Apps (Gmail, Calendar, Drive, etc), Smartsheet, etc for correspondence, documents, reports, memos, and editing of drafts, including sensitive information. Perform filing and archiving.
• Provide backup for Health Services Clinic Reception, Travel & Procurement processing, and Training Group website updates.
• Communicate effectively with internal and external contacts, assessing inquiries and requests to ensure timely and appropriate action. Anticipate and resolve administrative issues.
• Interact with EHS administrative staff in meetings and on teams for process improvement and knowledge exchange.

What is Required:

• A minimum of 6 years of relevant administrative and clerical experience, with the ability to work under minimal supervision.
• Proven experience in independently managing a wide range of administrative tasks in a dynamic environment.
• Proficiency using a variety of cloud-based software platforms and applications including MS Office Suite, Google Apps Suite, Adobe Acrobat, and Zoom web conferencing on a Mac or PC computer.
• Strong planning and organizational skills including the ability to handle multiple tasks concurrently to meet workload demands and deadlines.
• Excellent verbal and written communication skills including the ability to provide proactive customer support by anticipating, identifying, and resolving routine and complex administrative problems.
• Strong interpersonal skills including the ability to interface with all levels of personnel both internal and external to an organization with a high degree of professionalism, discretion, and confidentiality.
• Ability to quickly learn administrative support policies and systems (DOE, UC, LBNL, FMS, Cognos).
• Willingness to work occasional overtime.
• Capability to meet the physical requirements of the position, including sitting and performing computer-related tasks for up to 8 hours per day.

Desired Qualifications:

• Associate's Degree.
• Familiarity with the Department of Energy (DOE), University of California (UC), and Berkeley Lab's administrative policies and systems (FMS, Cognos).
• Valid California Driver's License and ability to drive a government vehicle.

Notes:

• This is a full time career appointment, non-exempt from overtime pay (hourly paid).
• This position is represented by a union for collective bargaining purposes.
• Salary will be determined based on range by collective bargaining agreement.
• This position is expected to pay $32.84 - $43.99 per hour for job code 572.3. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary will be commensurate with the final candidate's qualification and experience, including skills, knowledge, relevant education, certifications, and aligned with the internal peer group.
• As a condition of employment, the finalist will be required to disclose if they are subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct, are currently being investigated for misconduct, left a position during an investigation for alleged misconduct, or have filed an appeal with a previous employer.
• 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.
• This position will be performed onsite at Lawrence Berkeley National Lab located at Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA 94720. Work schedules are dependent on business needs. The hours for this position will typically be Monday-Friday 8:00am-5:00pm.
• This position is not eligible for visa sponsorship.
• This position is not eligible for relocation assistance.

Want to learn more about working at Berkeley Lab? Please visit: careers.lbl.gov

Berkeley Lab is committed to inclusion, diversity, equity and accessibility 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.

Equal Opportunity and IDEA Information Links: 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.