Administrative Assistant III (Joint Genome Institute)

Lawrence Berkeley National Laboratory-posted 2 days ago
$35 - $46/Yr
Full-time • Mid Level
Hybrid • Berkeley, CA
101-250 employees
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Berkeley Lab’s (LBNL) Joint Genome Institute (JGI) has an opening for an Administrative Assistant III (OPEN TO INTERNAL APPLICANTS ONLY) to join their Administrative Services Team! In this exciting role, you will provide essential administrative support to managers, principal investigators (PIs), and professional staff. Reporting to the JGI Administrator Services Manager, you will collaborate closely with a talented team to keep critical operations running smoothly while playing a vital role in advancing scientific research. The JGI’s mission is to provide the global research community with access to the most advanced integrative genome science capabilities in support of the DOEs research mission to solve the world’s evolving energy and environmental challenges. The JGI supports projects in genome sequencing, synthesis, transcriptomics, metabolomics, and natural products in plants, fungi, algae, and microorganisms. This position is headquartered on the Lab’s main site at the Integrative Genomics Building (IGB) (Virtual Tour). This position has an anticipated start date of February 2, 2026. We’re here for the same mission, to bring science solutions to the world. Join our team and YOU will play a supporting role in our goal to address global challenges! Have a high level of impact and work for an organization associated with 17 Nobel Prizes! Why join Berkeley Lab? We invest in our employees by offering a total rewards package you can count on: ● Exceptional health and retirement benefits, including pension or 401K-style plans ● A culture where you’ll belong - we are invested in our teams! ● In addition to accruing vacation and sick time, we also have a Winter Holiday Shutdown every year. ● Parental bonding leave (for both mothers and fathers) ● Pet insurance

  • Support the Fungal & Algal and Plant Genomics Science Programs with high-level administrative coordination.
  • Provide high-level administrative support across multiple teams, ensuring operational efficiency.
  • Maintain calendars, schedule meetings, prepare agendas, and ensure efficient time management for program leads.
  • Arrange travel for staff, including flights, hotels, and rental cars, and process expense reports.
  • Organize site visits, seminars, and conferences, ensuring seamless logistics and support for guest speakers.
  • Assist with preparation and submission of technical and scientific materials such as abstracts, presentations, and reviews.
  • Coordinate the hiring and onboarding processes for guest researchers and new employees.
  • Assist in the coordination and preparation of documentation for audits, teleconferences, and meetings.
  • Serve as a liaison with internal and external partners, including DOE and research institutions.
  • Serve as a key point of contact for the Safety Office, assisting with scheduling, reports, and communication.
  • Maintain essential safety-related databases, reports, and tracking systems to ensure compliance.
  • Manage and track subcontractor Job Hazard Analysis (SJHA) Program, coordinating with vendors and contractors.
  • Oversee the Lab Coat Process, ensuring proper distribution, tracking, and invoicing.
  • Act as the Division Ergo Advocate, conducting ergonomic evaluations and providing recommendations.
  • A minimum of 6 years of relevant administrative experience in a professional setting requiring confidentiality and discretion, or equivalent experience.
  • A strong team player with excellent customer service skills and the ability to work effectively with individuals at all levels across a diverse organization.
  • Advanced proficiency in Google Workspace, Microsoft Office Suite, Adobe, DocuSign, email, and calendaring systems; ability to produce high-quality, error-free documents.
  • Experience handling procurement, travel, HR transactions (e.g., timekeeping, hire forms), office metrics, publication/citation databases, and conference/meeting planning.
  • Exceptional written and verbal communication skills with the ability to tailor messaging to varied audiences and provide proactive follow-through and status updates.
  • Strong database and records management skills, including maintaining large datasets and creating charts/graphs from data.
  • Ability to work independently, exercise sound judgment, and implement more efficient and cost-effective work processes.
  • Excellent ability to manage multiple tasks and projects, meet deadlines, and remain flexible under shifting priorities and time constraints.
  • AA Degree or equivalent experience.
  • Experience with Berkeley Lab systems and tools (LETS, FMS, RezDesk, Travel Office etc)
  • Relevant experience working at a National Lab or similar research institution.
  • Knowledge of University of California (UC), Department of Energy (DOE), Lawrence Livermore National Laboratory (LLNL), or Lawrence Berkeley National Laboratory (LBNL) administrative policies, procedures, and/or practices.
  • Exceptional health and retirement benefits, including pension or 401K-style plans
  • A culture where you’ll belong - we are invested in our teams!
  • In addition to accruing vacation and sick time, we also have a Winter Holiday Shutdown every year.
  • Parental bonding leave (for both mothers and fathers)
  • Pet insurance
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