ATAP invents, develops, and deploys advanced particle accelerators and photon sources to explore and control matter and energy. Synchrotron light sources, advanced magnetic systems, laser-plasma accelerators, applications of ion-beam technology, and theory and advanced simulation are major themes of our efforts.
Under the direction of the work lead, you will provide administrative support for ATAP programs and division activities. You will perform a full range of administrative and task-oriented functions for programs, serve as backup Laboratory Employee Time Reporting System (LETS) timekeeper for the division, and assist with property and space projects and other divisional projects as assigned.
The successful candidate will become part of an operations team that supports some of the most exciting and societally important research in the physical sciences.
Provide advanced level administrative support to the ATAP programs.
Manage complex calendars, independently setting priorities when scheduling conflicting appointments.
Answer and screen telephone calls, answer inquiries and make appropriate referrals.
Ensure deadlines are met; keep management and staff informed on key issues.
Review, prioritize, and disseminate mail; and other logistical support.
Serve as backup Timekeeper to coordinate the time-keeping process.
Schedule interviews and seminars.
Coordinate logistics for events such as formal reviews, workshops, small conferences, and program/technical meetings (including logistical planning).
Arrange and process complex domestic and foreign travel with complicated itineraries.
Prepare for new employees, affiliates, visitors, and guests by completing online request forms and tracking for completeness.
Compose, draft, and prepare unique correspondence and memoranda; compose correspondence on own initiative for management signature, including sensitive personnel information.
Perform multiple concurrent tasks, determine actions required, provide follow through, and respond to inquiries.
Establish and maintain effective tracking systems.
Assist with property and space projects.
Track supply inventory and maintain appropriate levels of stock for regularly used items.
Ensure operation of office equipment; troubleshoot malfunctions and/or call for repairs.
Process check requests and purchase requisitions.
Anticipate, identify and recommend appropriate actions and solutions to solve complex administrative problems.
Additional Desired Responsibilities as needed:
Assist with special projects and assignments.
Minimum of 6 years of experience providing administrative support to various levels of staff in an environment similar to that of technology/research/academia.
Administrative experience and skills (word processing software, email systems and internet search engines):
Technical proficiency in Microsoft Suite.
Experience scheduling meetings and events using Google Calendar.
Experience tracking, compiling and monitoring data and results.
Effective organizational skills including the coordination of multiple activities and ability to independently determine and set priorities and goals with limited task definition.
Demonstrated effective communication and interpersonal skills.
Experience working in an environment with changing deadlines, instructions, priorities, frequent interruptions and short deadlines.
Effective customer service skills and ability to work with all levels of staff in a diverse environment
Experience coordinating events including logistics, catering, and compiling materials for attendees.
Experience arranging travel and processing expense reports.
Organizational skills, attention to detail, accuracy, responsiveness and follow through.
Demonstrated ability to prioritize and manage multiple, complex tasks with changing priorities.
Experience functioning effectively as a team member demonstrating initiative, flexibility, resourcefulness, organization.
Additional Desired Qualifications:
Familiarity with delivery of support services in the Laboratory or scientific environment.
Experience in or familiarity with Department of Energy (DOE), Berkeley Lab, or University of California (UC) policies and procedures.
AA degree preferred.
The posting shall remain open until the position is filled.
This is a full time career appointment
Full-time, M-F, 8 a.m. to 5 p.m., non-exempt (hourly paid) from overtime pay.
This position is represented by a union for collective bargaining purposes.
For the initial two-week period of this posting, only Teamsters Local 2010 clerical and allied services bargaining unit employees will be considered. Unit employees who wish to take advantage of this two-week period must identify themselves as being a Teamsters Local 2010 employee when applying online.
Salary will be determined based on range by collective bargaining agreement.
This position may be subject to a background check. Any convictions will be evaluated to determine if they directly relate to the responsibilities and requirements of the position. Having a conviction history will not automatically disqualify an applicant from being considered for employment.
Work will be primarily performed at Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA.
Equal Employment Opportunity: Berkeley Lab is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. Berkeley Lab is in compliance with the Pay Transparency Nondiscrimination Provision under 41 CFR 60-1.4. Click here to view the poster and supplement: "Equal Employment Opportunity is the Law."
Internal Number: 92926
About Lawrence Berkeley National Laboratory
In the world of science, Lawrence Berkeley National Laboratory (Berkeley Lab) is synonymous with excellence. Thirteen scientists associated with Berkeley Lab have won the Nobel Prize. Fifty-seven Lab scientists are members of the National Academy of Sciences (NAS), one of the highest honors for a scientist in the United States. Thirteen of our scientists have won the National Medal of Science, our nation's highest award for lifetime achievement in fields of scientific research. Eighteen of our engineers have been elected to the National Academy of Engineering, and three of our scientists have been elected into the Institute of Medicine. In addition, Berkeley Lab has trained thousands of university science and engineering students who are advancing technological innovations across the nation and around the world. Berkeley Lab is a member of the national laboratory system supported by the U.S. Department of Energy through its Office of Science. It is managed by the University of California (UC) and is charged with conducting unclassified research across a wide range of scientific disciplines. Located on a 200-acre site in the hills above the UC Berkeley campus that offers spectacular... views of the San Francisco Bay, Berkeley Lab employs approximately 4,200 scientists, engineers, support staff and students. Its budget for 2011 is $735 million, with an additional $101 million in funding from the American Recovery and Reinvestment Act, for a total of $836 million. A recent study estimates the Laboratory's overall economic impact through direct, indirect and induced spending on the nine counties that make up the San Francisco Bay Area to be nearly $700 million annually. The Lab was also responsible for creating 5,600 jobs locally and 12,000 nationally. The overall economic impact on the national economy is estimated at $1.6 billion a year. Technologies developed at Berkeley Lab have generated billions of dollars in revenues, and thousands of jobs. Savings as a result of Berkeley Lab developments in lighting and windows, and other energy-efficient technologies, have also been in the billions of dollars. Berkeley Lab was founded in 1931 by Ernest Orlando Lawrence, a UC Berkeley physicist who won the 1939 Nobel Prize in physics for his invention of the cyclotron, a circular particle accelerator that opened the door to high-energy physics. It was Lawrence's belief that scientific research is best done through teams of individuals with different fields of expertise, working together. His teamwork concept is a Berkeley Lab legacy that continues today.