Admin Assistant II

1 week ago

Berkeley, United States Flexton Inc. Full time

POSITION SUMMARY

Provide a wide range of administrative support services for researchers and staff, supporting programs within Accelerator Technology & Applied Physics Division. Under the guidance of the work lead, responsible for serving as a point of contact for program's administrative support matters through planning, organization, prioritization and timely execution of tasks. This position is eligible for a hybrid work schedule. Work schedules are dependent upon business needs. This position is expected to work three days per week on-site. Additional on-site days may be required depending on business needs.


ESSENTIAL DUTIES & RESPONSIBILITIES*

Describe the duties/functions essential to performing the job. Exclude non-critical responsibilities that take less than 5% of work time.

  • Under the guidance of the work lead, provide administrative support for ATAP programs and division activities.
  • Work as part of a team to coordinate logistics for events such as formal reviews, workshops, small conferences, and program/technical meetings (including logistical planning) events while ensuring compliance with applicable policies and procedures.
  • Serve as Travel, Event, Publication, and Procurement specialist and provide regular training updates and maintaining desk guides for processes.
  • Assist research and operational staff with work space planning and maintenance and inventory tracking.
  • Prepare for new employees, affiliates, visitors, and guests by completing online request forms and tracking for completeness. Establish and maintain effective tracking systems
  • Collaborate with researchers and administrative staff to create and maintain work process templates, forms, and maintain lobby board.


POSITION REQUIREMENTS

  1. Education & Experience

Required:

  • A minimum of four (4) years of relevant administrative experience including coordinating and facilitating complex tasks related to travel and procurement in research, academic, or large/complex organization, or a combination thereof .
  • Demonstrated experience working collaboratively as a team player.
  • Strong customer focused interpersonal skills including experience interfacing with all levels of personnel both internal and external to an organization with a high degree of professionalism, discretion, and confidentiality.
  • Effective customer service skills and ability to work with all levels of staff in a diverse environment.
  • Experience utilizing high-level organizational skills to initiate, prioritize, track and follow through on responsibilities and manage competing assignments.
  • Demonstrated experience maintaining organized records and documentation in electronic files.
  • Demonstrated verbal and written communication skills including experience compiling information on complex subjects and producing professional high-quality, error-free correspondence, documents, reports, and presentations.


Preferred:

  • BA/BS degree or directly relevant experience.
  • Demonstrated experience in successfully working on logistical arrangements for moderately large events (i.e., meetings, reviews, workshops, conferences, etc.).
  1. Knowledge, Skills & Abilities
  • Excellent interpersonal skills and demonstrated experience in managing communications and relationships with professional discretion and sensitivity.
  • Demonstrated computer knowledge and aptitude for learning new technologies and software.
  • Excellent time-management and task-management skills.
  • Ability to establish and maintain cooperative working relationships at all levels, internally and externally.
  • Experience with planning, reporting, and coordination of large activities.
  • 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, Adobe Acrobat , etc.) to enhance business organization and communication at all levels.
  • Attention to detail and reliable follow-through.

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