Part Time Administrative Assistant III (EESA)

Berkeley Lab • Berkeley, CA

4d • Hybrid

About The Position

Lawrence Berkeley National Laboratory (LBNL) is hiring a Part Time Administrative Assistant III to support the Earth & Environmental Sciences Area (EESA). In this role, you will join a high-performing administrative team dedicated to delivering exceptional administrative support to scientific and operational staff. This position supports a dynamic community of 400+ staff, students, and affiliates addressing pressing environmental and energy challenges. You will manage administrative and general business functions, ensuring compliance with institutional policies and procedures. The role offers the opportunity to develop strong working knowledge of relevant systems and regulations and be cross-trained for backup support. We seek a highly organized, detail-oriented, and proactive professional able to provide a broad range of administrative services requiring sound judgment, initiative, and discretion.

Requirements

• A minimum of 6 years of experience providing administrative support to staff at various levels in a technology, research and or academic environment.
• Experience with calendar management, meeting and event coordination, travel arrangements, expense reporting, procurement/purchasing, document management, and other related administrative tasks.
• Advanced proficiency in Google Workspace, MS Office Suite, Adobe Acrobat, Smartsheet, Zoom video conferencing on a Mac or PC platform.
• Strong records management skills, including experience managing databases, running queries, and translating data into clear outputs such as reports, charts, and visualizations that support decision-making.
• Excellent analytical skills including the ability to anticipate, identify, troubleshoot, and resolve routine and complex administrative issues.
• Strong planning and organizational skills including the ability to handle multiple tasks concurrently to meet workload demands and deadlines, to respond quickly and maintain flexibility during periods of changing work priorities and tight time constraints.
• Experience effectively building relationships and collaborating with individuals at all levels across a multidisciplinary organization.
• Exceptional written communication skills including the ability to produce high-quality, error-free documents, tailor messaging to varied audiences, and provide proactive follow-through and status updates.

Nice To Haves

• A.A. Degree or equivalent experience.
• Experience with Berkeley Lab systems and tools (Asset Management System, ePRO, eBUY, TREX, People Soft).
• Familiarity with Berkeley Lab, the University of California (UC), the Department of Energy (DOE), and/or local, state, federal policies, procedures, and regulations.
• Experience working in a strong safety culture.
• Experience with applications such as Mailchimp and Canva.

Responsibilities

• Provide administrative support to Area Department Heads, including travel arrangements, scheduling, and staffing Department meetings, seminars, and other departmental events.
• Serve as the primary point of contact for both internal and external stakeholders, providing professional and timely responses to inquiries and requests.
• Prepare and submit procurement requisitions, including tracking and follow up on orders for scientific equipment, instrumentation, services, and office supplies.
• Work closely with the Buyer in the Procurement Office to support procurement actions and resolve issues.
• Develop and maintain a working knowledge of Laboratory procurement policies, allowable purchases, and applicable safety and regulatory requirements.
• Organize small- to medium-sized hosted meetings and events, and support the Area’s Events Coordinator on larger, more complex events.
• Support Area staff with travel, including obtaining required pre-trip approvals, arranging domestic and international travel using the Laboratory’s online booking tools, and facilitating post-travel expense reporting and reimbursement.
• Develop and maintain knowledge of LBNL and DOE travel policies and serve as a resource to staff.
• May serve as back-up timekeeper within the Lab’s time reporting system (LETS).
• Assist the Property Representative with conducting annual inventory exercises by physically verifying assets, updating records, and reconciling discrepancies.
• Oversee daily office functions, including mail distribution, supply inventory management, and maintenance of office equipment.
• Provide guidance and training to staff on administrative processes and compliance requirements.
• Support onboarding/offboarding activities and serve as backup administrative support across locations.

Benefits

• Exceptional health and retirement benefits, including pension or 401K-style plans
• Opportunities to grow in your career - check out our Tuition Assistance Program
• A culture where you’ll belong - we are invested in our teams!
• Vacation and sick time
• Winter Holiday Shutdown every year
• Parental bonding leave (for both mothers and fathers)
• Pet insurance

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level
• Education Level: Associate degree