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Administrator

2 months ago

Berkeley, United States LTD GLOBAL, LLC Full time
Job DescriptionJob Description

POSITION SUMMARY

Under general day-to-day direction, the Administrator will provide operational, administrative and programmatic support for moderately complex tasks, supporting one or more research programs and Principal Investigators (PIs).

Programmatic support includes stakeholder correspondence, creating or developing written content (i.e. website content development and maintenance), publication tracking and processing, visitor and event coordination.

Responsible for supporting group(s), through independent planning, organization, prioritization and timely execution of tasks. Key attributes include strong organizational skills, the ability to understand and anticipate the needs, strengths and limitations of different groups, strong communication skills and follow-through and willingness to act independently and proactively within the bounds set by the supervisor and matrix PIs. Technical skills or experience in the building's research area are not needed but the ability to develop and adapt organizational procedures to changing circumstances is required.

ESSENTIAL DUTIES & RESPONSIBILITIES

  • Follow procedures, utilize tools, resources and recommendations of the Administrative unit to complete moderately complex tasks to meet administrative needs of the Program's PIs. Ensure that solutions are compliant with the organization’s policy.
  • Coordinate information exchange and shared activities among stakeholders and collaborators.
  • Arrange space, computer and telecommunications support for employees and guests; onboarding.
  • Utilize specialized knowledge of operations concepts and practices to develop, organize, collect, and synthesize content for highly professional and technical presentations, reports, posters, publication lists with minimal direction and guidance. Ensure that data is accurate and maintain shared tracking systems.
  • Exercise discretion and independent judgment to interact effectively and at a high level of professionalism with a variety of individuals from various levels of the organization and other high-level organizations.
  • Organize events such as meetings and workshops with collaborators and funding agencies; oversee all logistics.
  • Utilize the organization’s systems, process travel requests and expense reports, submit requisitions - roughly 30% of time
  • Assist with other assignments or special projects, as assigned.
  • Other duties may be assigned.

POSITION REQUIREMENTS

Education & Experience

  • BA/BS degree preferred and a minimum of zero to four years’ experience (or equivalent combination) providing administrative support to a group/multiple stakeholders, including demonstrated ability to take initiative and anticipate, organize and deliver a wide array of administrative support services.
  • 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.
  • Experience using a variety of cloud-based software platforms and applications including MS Office Suite, Google Applications Suite, and Adobe Acrobat.
  • Intermediate formatting skills in Microsoft Word, Excel, and PowerPoint.

Knowledge, Skills & Abilities

  • Demonstrated oral and written communication skills including experience compiling information on complex subjects and producing professional high-quality, error-free correspondence, documents, reports, and presentations.
  • Ability to take initiative, manage and prioritize own work, strong time management skills and ability to multitask.
  • Professional demeanor, good interpersonal skills and ability to coordinate effectively with others, helping and seeking help as needed – good follow through and open communication.
  • Ability to follow organizational procedures.
  • Experience reviewing, editing and formatting written and presentation materials.
  •  Demonstrated meeting and event coordination skills, tracking and data management, organization, and preparation of meeting materials and reports.
  • Demonstrated initiative and excellent judgment in exercising discretion to interact effectively with various individuals and organizations.
  • Must be able to work both independently and as part of a larger team

Preferred:

  • Knowledge of procurement and travel policies.
  • Knowledge of University of California (UC), and Department of Energy (DOE) policies, procedures, and practices.
  • Experience in a research, academic, or similar environment

 

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