Administrative Assistant III
at Ronin Staffing

Date Posted: 12/1/2019

Job Description

Title: Administrative Assistant III
Pay: DOE
Location: Berkeley, CA 94720
Duration: 1 year contract

Position summary:

  • Berkeley Lab’s Earth & Environmental Sciences Area (EESA) is a premier Earth sciences research organization where scientists are tackling some of the most pressing environmental and energy challenges of the 21st Century in order to enable sustainable stewardship and judicious use of the Earth’s resources. We have a great opportunity for an Administrative Assistant III to become an integral operations team member dedicated to providing excellent administrative and operational support, while ensuring adherence to the mission, values, and long term objectives of the Earth and Environmental Sciences Area, Lawrence Berkeley National Laboratory, and the Department of Energy.
  • The incumbent will provide a comprehensive range of specialized administrative services requiring considerable judgment and initiative. The incumbent will be expected to apply highly specialized knowledge to ensure that EESA is successful in supporting its 500+ staff, guests, students and population. You will provide a wide range of administrative support to EESA leadership and staff and be expected to be well versed in all aspects of the AAIII role in order to provide adequate back?up support for other team members in the functional areas of: Administration, Finance, Human Resources, Office Space, Public Affairs, Safety and General Operations.

What You Will Do:

  • Serve as the first point of contact for external and internal customers of EESA.
  • Provide day-?to-?day administrative support to staff and guests, Division and Area Business Center Resources, and Department and Division and Area Leadership.
  • Become conversant with policies, processes, and regulations related to the range of administrative support and general business functions, including travel, procurement, timekeeping, . Provide guidance and training to ensure compliance with aforementioned.
  • Orient Staff and Affiliates to resources.
  • Create and maintain filing systems.
  • Serve as a backup for administrative personnel at other locations.
  • Coordinating recurring and adhoc internal meetings and events, such as the Distinguished Scientist Seminar Series, Modeling Forums, interview itineraries, and other departmental events.
  • Responsible for ensuring general calendar is up to date and is a resource for planning purposes throughout EESA.
  • Assist with all aspects of event planning/coordination for fully hosted meetings and events, including assisting with hotel and meeting space, AV, meal, special shuttle, evening dinner needs, logistics, travel, accommodations, and transportation needs.
  • Create and manage Event Approval Request, and ensure post-event reconciliations.
  • Support the tracking of EESA Property. Update property databases with new custodian assignments, property passes; support annual inventory review.
  • Support the Procurement (ePRO) Requisition Process.
  • Represent the Division on a variety of councils and committees within and external to the Division as assigned.
  • On a routine basis, incumbent will track and maintain accurate data and reports.
  • Ensure accurate and timely completion of activities associated with various financial and administrative responsibilities in response to funding sponsors, the Institution, the Division, and Division Program level requirements.

Additional Responsibilities as needed:

  • Work on special projects for senior management or other activities as assigned by your Supervisor, Business Manager, and/or Area Deputy of Operations.
  • Lead or provide direction to support personnel. Serve as a team/ project leader on administrative projects

What Is Required:

  • This opportunity requires a confident team player with excellent interpersonal/customer service skills and a minimum of 6 years of relevant administrative assistant experience.
  • Must be able to work effectively with a diverse range of people.
  • Works independently and as a part of a team that includes individuals of various levels within the organization.
  • Strong computer skills at an intermediate to advanced level, including Microsoft Office, electronic mail, and calendaring systems.
  • Confidentiality and discretion skills are a must.
  • Experience with administrative and financial transactions and documentation (such as procurements, travel); working with financial/nonfinancial data (such as office metrics, publications and citations databases); planning conferences and meetings; processing routine HR actions (time keeping, employee and guest hire forms); interacting with general office activities.
  • Strong skills with demonstrated abilities to independently operate within a front office environment.
  • Strong skills with a great interest in working with accessing, relating, inputting and maintaining databases with a demonstrated ability to analyze and synthesize data into charts, graphs, and queries using various software applications.
  • Demonstrated independent and sound problem solving and decision making skills and the ability to suggest and implement new ways of providing efficient and cost effective support services.
  • Advanced written and verbal communication skills and ability to independently compose standard correspondence and other administrative letters, email, etc. Demonstrates advanced administrative skills including accurate and excellent proofreading, editing and grammar skills.
  • Advanced computer experience with computer programs including Word, PowerPoint, Excel, Acrobat; must be able to produce high quality, error free documents. Knowledge of calendaring tools, email, the web environment, EndNote is desirable.
  • Ability to learn quickly, be a critical thinker, ask questions or verify instructions.
  • Ability to function independently as well as part of a team and take direction from other administrative assistants, work leads, supervisor, and EESA customers in general
  • Ability to conduct work at multiple locations, travel to various onsite locations and be mobile.
  • Ability to work occasional overtime, to respond quickly, and maintain flexibility during periods of changing work priorities and tight time constraints.

Additional Desired Qualifications:

  • Experience in or familiarity with DOE, Lab, or University of California policies and procedures, preferred.
  • Experience working in a strong safety culture.
  • Knowledge of relevant LBNL policies and procedures.
  • Knowledge of LBNL systems (such as Asset Management System, ePRO, eBUY, TREX) or PeopleSoft.

Job Snapshot

About Us

Founded in 1999 as a woman- and minority-owned IT staffing organization, Ronin Staffing has grown into a full-service staffing search firm that recruits and places qualified and quality candidates with expertise in a wide range of areas, including Engineering, Aerospace, Administration, Accounting/Financing, to name a few. We offer contract-only, contract-to-hire or direct-hire services to our clients and our contractors alike.

Our team of experienced, dynamic and tenacious recruiting specialists will provide you with the personal assistance you need to keep your career moving onward and upward. Whether you are looking for hourly, mid-management or executive level positions, you can be confident in our recruiters’ ability to match you with just the right assignments with just the right companies to suit your needs. Many members of our staff have backgrounds in the industries for which they now recruit, and Ronin has become one of the leaders in providing professionals to Fortune 100, 500, and 1000 companies.

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