Administrator

Bay Systems Consulting Inc. • Berkeley, CA

19h • Onsite

About The Position

Under general direction, the Administrator will perform a broad range of moderately complex and diverse daily administrative tasks, carefully monitor action items and making day-to-day administrative decisions in a dynamic environment with changing priorities. The Administrator is responsible for applying general knowledge and skills in administrative functions and exercising discretion and judgment, while adhering to professional standards and applying Berkeley Lab policies and procedures. The scope of work includes managing calendars, arranging travel, coordinating HR processes with division management, coordinating meeting/conference logistics, managing office functions, ensuring compliance with policy, leading administrative staff and meeting other key division administrative needs.

Requirements

• BA/BS degree and directly relevant experience.
• Demonstrated experience in successfully managing budgets and logistical arrangements for moderately large events (i.e., meetings, reviews, workshops, conferences, etc.).
• 4 years related significant experience or combination thereof.
• Demonstrated experience working collaboratively as a team player, either as a team lead or team member.
• Demonstrated experience managing or coordinating moderately complex processes.
• Demonstrated experience supporting Executive Leadership/Large departments.
• Demonstrated experience managing or coordinating moderately complex processes that require knowledge and sound, professional judgment to determine the appropriate course of action and prioritize effectively.
• Experience utilizing high-level organizational skills to initiate, prioritize, track and follow through on responsibilities and manage competing assignments.
• Excellent interpersonal skills and demonstrated experience in managing communications and relationships with professional discretion and political sensitivity/savvy.
• Ability to establish and maintain cooperative working relationships at all levels, internally and externally.
• Ability to analyze data and/or administrative problems to provide creative solutions, while remaining in compliance with applicable policies and procedures.
• Ability to design and manipulate spreadsheets to accurately track and manage data.
• Excellent written communication skills, including detailed editing skills sufficient to edit a variety of documents for grammar, syntax, style, and clarity.
• Ability to leverage business and technology systems (e.g., MS Office Suite, Google Suite, Smartsheet, social media, project management software, etc.) to enhance business organization and communication at all levels.
• Social Media publishing and editing (LinkedIn, Facebook, Twitter).
• Publishing and resource gathering and editing Divisions Home website.

Responsibilities

• Serve as liaison between Human Resources and Division Management to facilitate and follow- up on routine personnel actions, including recruitment, hires, terminations, promotions, and affiliate processing.
• Advise supervisors and hiring managers of process and required documentation.
• Assist with assembling and securing approvals for hire and promotion cases.
• Coordinate performance review process.
• Serve as work lead for administrative support staff on administrative functions and/or projects.
• Compose moderately complex and/or sensitive business correspondence that may require synthesizing and summarizing information from a variety of sources.
• Serve as point of contact for the Engineering Division Director.
• Manage calendar, independently schedule and prioritize meetings for the Engineering Division Director.
• Assess, prioritize, track and determine appropriate action on various requests and inquiries for the Engineering Division Director, ensuring timely completion.
• Proactively track, plan, and prepare for recurring processes and events for the Engineering Division Director.
• Utilizing the Lab’s Financial Management System, generating reports, and working with the Financial Analyst to implement transactions as needed.
• Provide high-level administrative support for proposal development.
• Lead recurring and special events - plan, develop, coordinate and oversee logistics and budgets for complex meetings, reviews, and events while ensuring commitments compliance with applicable policies and procedures.
• Design and prepare presentations and presentation materials.
• Serve as Division’s specialist in processing requisitions for various types of contract structures for consultant services.
• Research, analyze, interpret and implement Laboratory policies, practices and procedures relating to administrative activities.
• Disseminate information and policy changes to administrative staff and Division management and provide policy interpretation as needed.
• Develop, manage, and maintain content on Division website and social media pages.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior