Home > Oakland/East Bay jobs > Oakland/East Bay management/professional

Posted: Thursday, September 7, 2017 10:32 AM

Job Description:/h3:
Title: Administrative Assistant

Start: 09/05/2017

End: 11/17/2017

Pay Rate: 25.00 Hourly

POSITION SUMMARY: Briefly summarize the primary purpose of the position.

Reporting to the OCFO Administrative Supervisor and working under general direction, the Administrator manages general administrative services for the Budget Office and Controllers Office departments, a combined population of approximately 60 employees. Responsibilities include independent management, planning, and oversight of moderately complex and varied operational and administrative tasks and activities. Incumbent applies initiative and judgment in accomplishing effective resolution of moderately complex issues. The Administrator interacts with personnel at all levels within the division and occasionally outside the division; has a broad knowledge of Budget Office, Controllers Office and division administrative tasks.


40 Office Management/ Department Support

Working collaboratively with department managers and staff provide a lead role in a wide variety of ongoing activities including meeting and event planning and scheduling, data gathering, material preparation, travel, and purchasing.
Arrange logistics for off:site meetings and events, such as quarterly all:hand meetings, trainings, peer:reviews, etc.
Track and manage action items for department managers, coordinate and support communications flow among senior management team.
Organize and maintain department electronic and paper files and ensure that the appropriate department staff responds to critical deliverables in a timely manner.
Manage HR and Payroll functions and activities related to recruitment and hiring of employees, and processing of contract workers and affiliates. Oversee departments monthly and weekly time reporting in the Laboratory Employee Time System. Handle employee inquiries regarding payroll errors. Partner with Human Resources to coordinate the annual performance review process, including designing, managing, and troubleshooting the shared repository, training supervisors, managing communications, work:flow and tracking, and ensuring compliance with HR requirements.
Manage the collection and reporting of departments off:site training for DOE conference approval.
Coordinate the installation of new or upgraded telephone and data processing equipment. Monitor telephone charges. Keep informed of telephone and data services available and coordinate with Telephone Services or LBNL Network Operations to find solutions to operational requirements.
Coordinate and plan the use of available office space throughout the year : particularly during peak periods to meet additional staffing needs. Coordinate office relocations.

40 Support to the Budget Officer and Controller

Manage all aspects of the Department Heads schedule, commitments, and travel arrangements using a high degree of discretion, diplomacy, anticipation and organization, interfacing with Lab Directorate, University of California, DOE and other key contacts, and preparing agenda and meeting materials. Understand the Department Heads operations, priorities, and responsibilities and use independent judgment to triage a broad range of scheduling issues and decide on a course of action.
Exercising significant professional judgment and independent initiative, review and triage incoming correspondence to determine their significance and plan for distribution. Compose correspondence and send out e:mail under the Department Heads signatures to both internal and external recipients.
Prepare and/or coordinate preparation and compilation of presentations, reports and other material in support of Department Heads or senior management activities and meetings. Review documents prepared by others to ensure they are error:free, subject matter is presented clearly and concisely, and formatt


• Location: Berkeley, East Bay

• Post ID: 81398957 eastbay is an interactive computer service that enables access by multiple users and should not be treated as the publisher or speaker of any information provided by another information content provider. © 2017