Herc-Higher Education Recruitment Consortium

Lawrence Berkeley National Laboratory (LBNL)'s Earth & Environmental Sciences Area (EESA) has an immediate opening for an Administrative Assistant to join our thriving administrative team dedicated to providing excellent support to our scientific and Operations staff.

If you are a highly organized, detail-oriented, and proactive individual who wishes to contribute your strong administrative talents to a premier Earth sciences research organization, then we have an exciting opportunity for you. You will be part of an amazing Operations team where you will have the unique opportunity to partner closely with world renowned researchers who tackle some of the most pressing environmental and energy challenges of the 21st Century. An added benefit of this role is knowing that you will be contributing to the many challenges facing our planet!

As an Administrative Assistant, you will provide a comprehensive array of administrative services requiring considerable judgment and initiative, while ensuring adherence to the mission, values, and long term objectives of the Earth and Environmental Sciences Area, Lawrence Berkeley National Laboratory, and the Department of Energy. You will be expected to apply highly specialized knowledge to ensure that EESA is successful in supporting its 500+ staff, students and affiliates. You will need to become well-versed with policies, processes, and regulations and ensure compliance related to the range of administrative support and general business functions (e.g., travel, procurement, property, timekeeping, events, etc.). You will also be cross-trained in all aspects of the Administrative Assistant III role in order to provide adequate back up support for other administrative team members, as needed.

What You Will Do:

• Departmental support, including ensuring timely travel and reimbursement for Department Heads; scheduling recurring Departmental staff meetings and seminars; facilitating hiring and interviews; scheduling safety walkthroughs and tracking trainings; assisting the annual performance review process
• Procurement, including ensuring timely submission of procurement requisitions and tracking order status of scientific instrumentation, equipment, and services as well as area/divisional office supplies.
• Invoice payment and reimbursement, including ensuring timely submission of vendor and publications invoices or receipts for certain qualified expenses into the Payment Request Center for invoice payment and reimbursements.
• Hosted event support, including planning/coordination of LBNL-hosted meetings and events, such as entering event requests for approval in Event Request System (ERS), assisting with meeting space, AV, meals, travel, hotel accommodations, transportation needs, and tracking event budgets, payments and close out in ERS.
• Travel, including ensuring timely travel arrangements and reimbursements for local, domestic and foreign trips, for staff, affiliates and guests.
• Timekeeping - serve as backup timekeeper in the LETS timekeeping system
• Property tracking support - assist the EESA Property Representative with the annual property inventory review.
• Front Office support, including serving as the first point of contact for external and internal customers of EESA, general calendaring, meeting and AV setup, mail distribution, maintaining office supplies and business machines, creating and maintaining filing systems
• Be a resource to others! Provide guidance and training to ensure compliance with aforementioned; orient Staff and Affiliates to resources; serve as a back up for administrative personnel at other locations.

Additional Responsibilities as needed:

• Work on special projects for senior management or other activities as assigned.
• Represent the Division on a variety of councils and committees within and external to the Division as assigned.
• Lead or provide direction to support personnel. Serve as a team/ project leader on administrative projects

What is Required:

• This opportunity requires a confident team player with excellent interpersonal/customer service skills and a minimum of 2-4 years of relevant administrative assistant experience.
• Must be able to work effectively with a diverse range of people.
• Works independently and as a part of a team that includes individuals of various levels within the organization.
• Strong computer skills at an intermediate to advanced level, including Microsoft Office, electronic mail, and calendaring systems.
• Confidentiality and discretion skills are a must.
• Experience with administrative and financial transactions and documentation (such as procurements, travel); working with financial/non financial data (such as office metrics, publications and citations databases); planning conferences and meetings; processing routine HR actions (time keeping, employee and guest hire forms); interacting with general office activities.
• Strong skills with demonstrated abilities to independently operate within a front office environment.
• Proactive follow through on tasks and communication of status updates
• Strong skills with a great interest in working with accessing, relating, inputting and maintaining databases with a demonstrated ability to analyze and synthesize data into charts, graphs, and queries using various software applications.
• Demonstrated independent and sound problem solving and decision -making skills and the ability to suggest and implement new ways of providing efficient and cost effective support services.
• Advanced written and verbal communication skills and ability to independently compose standard correspondence and other administrative letters, email, etc. Demonstrates advanced administrative skills including accurate and excellent proofreading, editing and grammar skills.
• Advanced computer experience with computer programs including Word, PowerPoint, Excel, Acrobat; must be able to produce high quality, error free documents. Knowledge of calendaring tools, email, the web environment, EndNote is desirable.
• Ability to learn quickly, be a critical thinker, ask questions or verify instructions.
• Ability to function independently as well as part of a team and take direction from other administrative assistants, work leads, supervisor, and EESA customers in general.
• Ability to conduct work at multiple locations, travel to various on site locations and be mobile.
• Ability to work occasional overtime, to respond quickly, and maintain flexibility during periods of changing work priorities and tight time constraints.

Desired Qualifications:

• Experience in or familiarity with DOE, Lab, or University of California policies and procedures, preferred.
• Experience working in a strong safety culture.
• Knowledge of relevant LBNL policies and procedures.
• Knowledge of LBNL systems (such as Asset Management System, ePRO, eBUY, TREX) or PeopleSoft.

For full consideration, please apply by July 20th, 2022.

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.

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.