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Administrator

4 months ago

Berkeley, United States Bay Systems Consulting Inc. Full time
Job DescriptionJob DescriptionSalary Range: $40.00 HR to 40.00 HR

TITLE - ADMINISTRATOR

3-4 month contract with possibility for extension

Location - Lawrence Berkeley National Laboratory - ONSITE

Hourly $ 40 per hour

Please reply with your resume.

In the Building Technology and Urban Systems Division (BTUS) we work closely with industry, government and policy makers to inform and develop building technology and urban systems that increase energy efficiency, save money and improve health and safety for building occupants. Under general day-to-day direction and reporting to the Division Business Manager and Building Technologies (BT) Department researchers you will provide operational, administrative and programmatic support for moderately complex tasks, supporting one or more research programs and Principal Investigators (PI’s). 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 PI’s. 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*

Under general direction, the Administrator will:

Required:

  • Follow procedures, utilize tools, resources and recommendations of the Administrative unit to complete moderately complex tasks to meet administrative needs of the Program's PI’s. Ensure that solutions are compliant with Division and Laboratory 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, DOE and other high-level organizations.
  • Organize events such as meetings and workshops with collaborators and funding agencies; oversee all logistics.
  • Utilize LBNL systems, process travel requests and expense reports, submit requisitions - roughly 30% of time
  • Assist with other assignments or special projects, as assigned.
Education & Experience
  • BA/BS degree desired 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 admnistrative 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.
Required:
  • 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 Berkeley Lab’s procurement and travel policies.
  • Knowledge of Energy Technologies Area, Berkeley Lab, University of California (UC), and Department of Energy (DOE) policies, procedures, and practices.
  • Experience in a research, academic or similar environment