Administrative Assistant

Bay Systems Consulting Inc.-posted 10 days ago
Full-time • Mid Level
Berkeley, CA
11-50 employees
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The role involves providing clerical and administrative support to the EHS Department. Responsibilities include assessing and prioritizing inquiries, tracking and improving administrative workflow, and staying updated on procedural changes to inform the administrative team.

  • Independently provide advanced-level administrative support to the Health & Safety Department, including maintaining the Department's electronic calendaring, monitoring off-site notifications, and overseeing document logs, staff certifications, and conference attendance. Schedule and attend meetings as needed, 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 (Word, Excel, PowerPoint, Google Suite, Smartsheet) 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
  • Minimum six 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.
  • Excellent customer service skills, especially in complex organizations, including excellent verbal and written communication skills for effective interaction with a wide range of personnel.
  • Ability to analyze and address customer, operational, and administrative needs to meet deadlines and milestones.
  • Advanced computer skills in Microsoft Word, Excel, PowerPoint, Google Suite, Smartsheet, Zoom, and other necessary software; proficient in Internet research.
  • Ability to quickly learn administrative support policies and systems (DOE, UC, LBNL, FMS, Cognos).
  • High attention to detail and accuracy in work products
  • Ability to remain calm, exercise sound judgment, and handle sensitive issues discreetly.
  • 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.
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