Administrative Assistant III

Responsibilities

• Provide a wide range of administrative support to the division by assessing priorities to ensure accuracy and timely completion of complex tasks ensuring excellent customer service to visitors and colleagues.
• Report to supervisor.
• Serve as point of contact with all Division Group Leaders.
• Work closely in collaboration with the HR Recruiter and Hiring Manager, schedule interviews and seminars.
• Manage complex calendars, independently setting priorities when scheduling conflicting appointments.
• Ensure deadlines are met; keep management and staff informed on key issues.
• Cook up logistics for events such as formal reviews, workshops, small conferences, and program/technical meetings (including logistical planning).
• Arrange and process complex domestic and foreign travel with complicated itineraries.
• Prepare for new employees, affiliates, visitors, and guests by completing online request forms and tracking for completeness.
• Compose, draft, and prepare unique correspondence and memoranda; compose correspondence on own initiative for management signature, including sensitive personnel information.
• Perform multiple concurrent tasks, determine actions required, provide follow through, and respond to inquiries.
• Establish and maintain effective tracking systems.
• Assist with property and space projects.
• 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.
• Anticipate, identify and recommend appropriate actions and solutions to solve complex administrative problems for the Division.
• Follow up on procurement requests, submit and follow-through on check requests and purchase requisitions.
• Division Web Assistant

Qualifications

• Minimum of 6 years of experience providing administrative support to various levels of staff in an environment similar to that of technology, research and or academia.
• Administrative experience and skills (word processing software, email systems and internet search engines)
• Technical proficiency in Microsoft Suite.
• Experience scheduling meetings and events using Google Calendar.
• Experience tracking, compiling and monitoring data and results.
• Strong analytical, arithmetic, written composition, computer skills, responsiveness and follow through.
• Effective organizational skills including the coordination of multiple activities and ability to independently determine and set priorities and goals with limited task definition.
• Demonstrated effective communication and interpersonal skills, effective teamwork, positive interpersonal relationships and collaboration.
• Experience working in an environment with changing deadlines, instructions, priorities, frequent interruptions and short deadlines.
• Effective customer service skills and ability to work with all levels of staff in a diverse environment.
• Experience coordinating events including logistics, catering, and compiling materials for attendees.
• Experience arranging travel and processing expense reports.
• Organizational skills, attention to detail, accuracy, responsiveness and follow through.
• Demonstrated ability to prioritize and manage multiple, complex tasks with changing priorities.
• Experience functioning effectively as a team member demonstrating initiative, flexibility, resourcefulness, organization.
• Ability to learn and consistently apply knowledge of relevant Berkeley Lab policies and procedures.
• Familiarity with delivery of support services in the Laboratory or scientific environment.
• Experience or familiarity with management of SmartSheet forms (creation /edits).
• Experience or familiarity with Zoom meetings.
• Experience in or familiarity with Department of Energy (DOE), Berkeley Lab, policies and procedures.