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Office Coordinator

2 months ago

Berkeley, California, United States Bay Systems Consulting Inc. Full time
Job Overview

Position Title: Administrative Assistant

  • Location: Bay Systems Consulting Inc.
  • Compensation: $40.00 per hour
  • Contract Duration: 6-12 months with potential for extension or conversion based on performance
  • Benefits: Comprehensive benefits package including Medical, Dental, Vision, Paid Time Off, and Matching 401k

Work Schedule: This role requires on-site presence three days a week, with additional days as needed based on business requirements. A hybrid work schedule may also be available.

Role Responsibilities:

  • Provide a broad spectrum of administrative support to researchers and staff within the Accelerator Technology & Applied Physics Division.
  • Collaborate with team members to coordinate logistics for various events, including formal reviews, workshops, and technical meetings, ensuring adherence to relevant policies and procedures.
  • Act as a specialist in Travel, Event Management, Publications, and Procurement, offering regular training updates and maintaining process documentation.
  • Assist in workspace planning and maintenance, as well as inventory management for research and operational staff.
  • Facilitate onboarding processes for new employees, affiliates, and visitors by managing online request forms and tracking their completion.
  • Work closely with researchers and administrative personnel to develop and maintain templates, forms, and informational displays.

Qualifications:

  • A minimum of four years of relevant administrative experience, particularly in coordinating travel and procurement tasks within research or academic settings.
  • A Bachelor's degree or equivalent relevant experience.
  • Proven track record in managing logistics for medium to large-scale events.
  • Strong collaborative skills and the ability to work effectively within a team environment.
  • Exceptional interpersonal skills with a focus on customer service, capable of interacting with personnel at all organizational levels with professionalism and confidentiality.
  • Demonstrated organizational skills to prioritize and manage multiple responsibilities effectively.
  • Experience in maintaining organized electronic records and documentation.
  • Strong verbal and written communication skills, with the ability to produce high-quality, error-free documents and presentations.

Skills and Competencies:

  • Excellent interpersonal skills with a strong emphasis on managing communications and relationships with discretion.
  • Proficient in various software applications and adaptable to new technologies.
  • Effective time management and task prioritization abilities.
  • Capability to foster cooperative working relationships across all levels of the organization.
  • Experience in planning and coordinating large-scale activities.
  • Strong written communication skills, including the ability to edit documents for clarity and accuracy.
  • Attention to detail and a commitment to follow-through on tasks.

Application Process: Interested candidates are encouraged to submit their resumes for consideration.