Posted: Tuesday, September 26, 2017 10:16 PM
Job Description Job Title: Administrative Assistant III Start Date: 2017 – 08 - 24 End Date: 2018 – 01 – 12 Job Description Reporting to the Senior Administrator, the Administrative Assistant III (AAIII) provides support to one or more research groups within the Energy Analysis & Environmental Impacts Division in the Energy Technologies Area . Under limited supervision, the AAIII provides customer-oriented administrative support to relieve managers and research staff of operational and administrative duties. The AAIII coordinates activities between divisions/departments and outside parties, and interacts with personnel at all organizational levels. The AAIII is able to apply knowledge of Laboratory policies and procedures pertaining to the administrative support needs of the research program and apply judgment and initiative when resolving problems. Duties Under supervision, the Administrative Assistant III will support the scientific management team and research staff by providing comprehensive administrative support. The AAIII performs tasks that are generally complex in nature, requiring considerable judgment and initiative to anticipate and resolve problems, and exercises significant independent authority and accountability. As required or requested, the AAIII will plan, prioritize, and execute administrative tasks and projects, primarily within the following areas: Administrative Coordination and Management: Serve as main point of contact for assigned research group(s), providing excellent customer service to staff, guests, vendors, and others. Develop effective working relationships with key personnel at all levels, with frequent interaction with external organizations, funders, visitors, guests, and vendors. Manage complex calendars, independently determining scheduling priorities in a constantly changing environment. Develop, maintain, and use project management and tracking tools to monitor projects, action items, and deadlines. Implement content updates for group website(s); work with group management and researchers to develop and execute content updates. Coordinate onboarding of new staff and guests; prepare paperwork for new staff, visiting researchers, and other guests, ensuring compliance with all Lawrence Berkeley National Laboratory (LBNL) policies. Track supply inventory and maintain appropriate levels of stock for regularly used items; submit and track procurement requisitions for supplies, equipment and services. Assist with the preparation of presentation materials (primarily using PowerPoint). Work collaboratively with administrative team members to share best practices and ensure backup coverage. Travel Coordination: Serve as the group travel coordinator by organizing all domestic and international travel arrangements using the LBNL travel system and coordinating with the Travel Department to ensure compliance with all LBNL policies; Prepare travel expense reports in a timely manner, and in accordance with LBNL expense reporting policies and processes. Proactively prepare for upcoming travel, anticipating travel needs and addressing compliance issues in a timely manner. Meeting and Events Planning: Coordinate and execute logistical planning for internal and external meetings, conferences, workshops, and other events, ensuring compliance with all LBNL policies. Coordinate all aspects of event planning and execution; prepare required meeting materials, arrange site access for visitors, arrange catering, and coordinate with the Conference Services Department as required. Provide technical and administrative support for Audio/Video equipment, and serve as point-person for phone, web, and video conferencing systems. Publications and Document Support: Provide administrative support for the preparation and submission of scientific reports, journal articles, and other research publications; assist in tracking planned publications, staying informed of schedule changes and working with research staff to ensure timely completion. Assist in formatting, proofreading, and copy editing scientific and administrative documents; process research publications according to LBNL and ETA policies and procedures. Assist in the preparation and submission of proposals for a wide variety of federal, state, and private funding sources, including the interpretation of grant application procedures and requirements.
• Location: East Bay
• Post ID: 83263657 eastbay