Administrative Assistant III

EH-Environ, Health, & Safety•Berkeley, CA

8d•Onsite

About The Position

Berkeley Lab’s ( LBNL ) Environment, Health & Safety Division ( EHS ) is looking for an Administrative Assistant III to join their Operations Team! Reporting to the Senior Business Manager, this role will be responsible for assessing and prioritizing inquiries, tracking and improving administrative workflow, and staying updated on procedural changes to inform the administrative team.

Requirements

A minimum of 6 years of relevant administrative and clerical experience, with the ability to work under minimal supervision.
Proven experience in independently managing a wide range of administrative tasks in a dynamic environment.
Proficiency using a variety of cloud-based software platforms and applications including MS Office Suite, Google Apps Suite, Adobe Acrobat, and Zoom web conferencing on a Mac or PC computer.
Strong planning and organizational skills including the ability to handle multiple tasks concurrently to meet workload demands and deadlines.
Excellent verbal and written communication skills including the ability to provide proactive customer support by anticipating, identifying, and resolving routine and complex administrative problems.
Strong interpersonal skills including the ability to interface with all levels of personnel both internal and external to an organization with a high degree of professionalism, discretion, and confidentiality.
Ability to quickly learn administrative support policies and systems (DOE, UC, LBNL, FMS, Cognos).
Willingness to work occasional overtime.
Capability to meet the physical requirements of the position, including sitting and performing computer-related tasks for up to 8 hours per day.

Nice To Haves

Associate's Degree.
Familiarity with the Department of Energy (DOE), University of California (UC), and Berkeley Lab’s administrative policies and systems (FMS, Cognos).
Valid California Driver’s License and ability to drive a government vehicle.

Responsibilities

Maintain electronic calendaring, monitor off-site notifications, and oversee document logs, staff certifications, and conference attendance.
Schedule and attend meetings, support H&S Department Head and managers, and follow up on outstanding items.
Support recruitment activities by scheduling interviews and communications.
Assist BioSafety, Ventilation, Ergo, Illness & Injury, and Divisional Safety Coordinators with scheduling, meeting minutes, maintenance requests, funding recharge activities, and general customer support.
Provide administrative support to the Division’s Training Program, including instructor and conference room support, scheduling, coursework crediting, handout preparation, file maintenance, and customer inquiries.
Manage administrative requests through the EHS Administrative Help Desk application.
Handle mail and package reception, light housekeeping, office supplies, and copier/printer consumables.
Support staff on-boarding and off-boarding procedures.
Use advanced computer skills including MS Office Suite (Word, Excel, PowerPoint, etc), Google Apps (Gmail, Calendar, Drive, etc), Smartsheet, etc for correspondence, documents, reports, memos, and editing of drafts, including sensitive information.
Perform filing and archiving.
Provide backup for Health Services Clinic Reception, Travel & Procurement processing, and Training Group website updates.
Communicate effectively with internal and external contacts, assessing inquiries and requests to ensure timely and appropriate action.
Anticipate and resolve administrative issues.
Interact with EHS administrative staff in meetings and on teams for process improvement and knowledge exchange.