Administrator / Administrative

Bay Systems Consulting Inc.•Berkeley, CA

3h•$0 - $48•Onsite

About The Position

Energy Sciences Network (ESnet) fulfills a critical role for the Department of Energy (DOE) by providing high-bandwidth, reliable connections that link scientists at national laboratories, universities, and other research institutions, enabling them to collaborate on some of the world's most important scientific challenges, including energy, climate science, and the origins of the universe. Administrators are partners in providing specialized knowledge and business solutions that enable ESnet on-site and remote staff to perform their best work. As a crucial member of that team, you will perform a broad range of moderately complex and diverse administrative tasks, carefully monitoring action items and making day-to-day administrative decisions in a fast-paced and busy environment. You will play a pivotal role in providing moderate to complex administrative support, including Executive and Leadership level support, leveraging your analytical skills and experience to execute and streamline business processes for all staff. Under general direction, you will independently and proactively resolve evolving situations quickly and efficiently, consistently exercising a high level of professional judgment. Your effective communication skills will be put to good use, ensuring seamless coordination and collaboration with a diverse range of professionals.

Requirements

Proven experience in delivering high-level administrative support, encompassing email correspondence, calendar management, scheduling, travel coordination, expense reports, meeting planning, project coordination, data management, report generation, and navigating complex computerized systems.
Proficiency in using the most prominent cloud-based software platforms and applications, including Google Applications Suite, ServiceNow, Slack, Adobe Acrobat, Confluence, Jira, and Zoom video conferencing, on Mac or PC platforms.
Demonstrated written communication skills, with a history of producing professional, error-free emails, documents, reports, and presentations.
Exceptional organizational skills, showcasing the ability to manage competing priorities, meet deadlines, take initiative, and adapt quickly to changing work priorities.
Proven interpersonal skills, including the ability to maintain professionalism, discretion, and confidentiality while interfacing with personnel at all organizational levels, internally and externally.
Under general supervision, ability to work independently, proactively, and collaboratively in a team-oriented environment.
Outstanding customer-focused administrative support, characterized by diplomatic and professional interactions with both internal and external customers.
Capacity to anticipate and identify service needs, independently develop solutions and recommend process improvements.
Proficiency in communication, both verbal and written. Ability to actively listen and ask questions to obtain the information needed.
Ability to follow, analyze, and interpret complicated policies and procedures in a timely, careful, and efficient manner.
Valid driver's license
Ability to occasionally do light lifting (10-20 lbs)

Responsibilities

Understand and prioritize the administrative needs of ESnet Leadership and staff, applying independent judgment to manage tasks such as strategic calendaring, purchasing, timekeeping, access requests, onboarding/offboarding, updating publications, and documenting processes.
Apply initiative and professionalism to resolve moderately complex issues, using discretion and diplomacy when communicating with staff at all levels, including external stakeholders.
Skillfully manage complex travel arrangements for staff and other personnel as needed, overseeing domestic and international travel arrangements, including itineraries, changes, and logistical support.
Planning, coordinating, and executing complex events, meetings, programmatic initiatives, workshops, and conferences, including budget development and tracking, audio/visual arrangements, registration, travel, note-taking, and catering.
Effectively handle multiple priorities with tight deadlines, delivering quality work on time while exercising professional judgment to achieve program goals.
Effectively communicate and share key information related to your work, ensuring transparency and clarity to foster understanding among stakeholders.
Stay up to date on LBNL/UC policies, procedures, and systems to ensure compliance and effectiveness in all administrative tasks.
Create and improve procedures and resources for moderately complex administrative tasks, providing recommendations to enhance staff support.
Manage and update moderately difficult to complex information systems (e.g., Google Suite, ServiceNow, Jira, Confluence) to track and report administrative activities.
Under general supervision, manage multiple moderately scoped projects from independent research and analysis through to completion. Assess, track, and determine appropriate action on various requests and inquiries, ensuring timely completion including the preparation of presentation materials, training, communication and requirements for complex business processes.
Facilitate and manage ergonomic support requests, promptly addressing all inquiries and directing them to the appropriate team members or resources, ensuring individuals receive the necessary assistance to maintain a healthy and efficient work environment.
Prepare, compile, and coordinate materials for important meetings, utilizing judgment to determine necessary documents and information, required attendees, and disseminating crucial information in advance.
Assist in evaluating and updating administrative reference materials, including the knowledge base, to ensure accuracy and relevance.
Establish and maintain a communication network with administrative staff across divisions to promote cooperation and teamwork.
Present at meetings as necessary to disseminate essential organizational information related to your role in the organization.
Act as administrative backup for the administrative staff when needed.
Participate in Computing Sciences initiatives, employee working groups, engagement programs, volunteer activities, leadership/stewardship cohorts, and mentorship opportunities.