Administrative Assistant III (Joint Genome Institute) at Lawrence Berkeley National Laboratory

Berkeley, California, United States -

Full Time

Start Date

Immediate

Expiry Date

20 Mar, 26

Salary

46.41

Posted On

20 Dec, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Calendar Management, Travel Coordination, Event Planning, Communication Skills, Database Management, Procurement, HR Transactions, Customer Service, Team Collaboration, Time Management, Safety Compliance, Ergonomic Evaluations, Technical Writing, Problem Solving, Flexibility, Judgment

Industry

Research Services

Description

Berkeley Lab’s (LBNL) Joint Genome Institute (JGI) has an opening for an Administrative Assistant III (OPEN TO INTERNAL APPLICANTS ONLY) to join their Administrative Services Team! In this exciting role, you will provide essential administrative support to managers, principal investigators (PIs), and professional staff. Reporting to the JGI Administrator Services Manager, you will collaborate closely with a talented team to keep critical operations running smoothly while playing a vital role in advancing scientific research. The JGI’s mission is to provide the global research community with access to the most advanced integrative genome science capabilities in support of the DOEs research mission to solve the world’s evolving energy and environmental challenges. The JGI supports projects in genome sequencing, synthesis, transcriptomics, metabolomics, and natural products in plants, fungi, algae, and microorganisms. This position is headquartered on the Lab’s main site at the Integrative Genomics Building (IGB) (Virtual Tour). This position has an anticipated start date of February 2, 2026. We’re here for the same mission, to bring science solutions to the world. Join our team and YOU will play a supporting role in our goal to address global challenges! Have a high level of impact and work for an organization associated with 17 Nobel Prizes! Why join Berkeley Lab? We invest in our employees by offering a total rewards package you can count on: ● Exceptional health and retirement benefits, including pension or 401K-style plans ● A culture where you’ll belong - we are invested in our teams! ● In addition to accruing vacation and sick time, we also have a Winter Holiday Shutdown every year. ● Parental bonding leave (for both mothers and fathers) ● Pet insurance What You Will Do: ● Support the Fungal & Algal and Plant Genomics Science Programs with high-level administrative coordination. ● Provide high-level administrative support across multiple teams, ensuring operational efficiency. ● Maintain calendars, schedule meetings, prepare agendas, and ensure efficient time management for program leads. ● Arrange travel for staff, including flights, hotels, and rental cars, and process expense reports. ● Organize site visits, seminars, and conferences, ensuring seamless logistics and support for guest speakers. ● Assist with preparation and submission of technical and scientific materials such as abstracts, presentations, and reviews. ● Coordinate the hiring and onboarding processes for guest researchers and new employees. ● Assist in the coordination and preparation of documentation for audits, teleconferences, and meetings. ● Serve as a liaison with internal and external partners, including DOE and research institutions. ● Serve as a key point of contact for the Safety Office, assisting with scheduling, reports, and communication. ● Maintain essential safety-related databases, reports, and tracking systems to ensure compliance. ● Manage and track subcontractor Job Hazard Analysis (SJHA) Program, coordinating with vendors and contractors. ● Oversee the Lab Coat Process, ensuring proper distribution, tracking, and invoicing. ● Act as the Division Ergo Advocate, conducting ergonomic evaluations and providing recommendations. What is Required: ● A minimum of 6 years of relevant administrative experience in a professional setting requiring confidentiality and discretion, or equivalent experience. ● A strong team player with excellent customer service skills and the ability to work effectively with individuals at all levels across a diverse organization. ● Advanced proficiency in Google Workspace, Microsoft Office Suite, Adobe, DocuSign, email, and calendaring systems; ability to produce high-quality, error-free documents. ● Experience handling procurement, travel, HR transactions (e.g., timekeeping, hire forms), office metrics, publication/citation databases, and conference/meeting planning. ● Exceptional written and verbal communication skills with the ability to tailor messaging to varied audiences and provide proactive follow-through and status updates. ● Strong database and records management skills, including maintaining large datasets and creating charts/graphs from data. ● Ability to work independently, exercise sound judgment, and implement more efficient and cost-effective work processes. ● Excellent ability to manage multiple tasks and projects, meet deadlines, and remain flexible under shifting priorities and time constraints. Desired Qualifications: ● AA Degree or equivalent experience. ● Experience with Berkeley Lab systems and tools (LETS, FMS, RezDesk, Travel Office etc) ● Relevant experience working at a National Lab or similar research institution. ● Knowledge of University of California (UC), Department of Energy (DOE), Lawrence Livermore National Laboratory (LLNL), or Lawrence Berkeley National Laboratory (LBNL) administrative policies, procedures, and/or practices. ***If you are a current or former Berkeley Lab employee experiencing technical difficulties with submitting your application, please contact us at talent-acquisition@lbl.gov.*** Additional Information: ● Application Deadline: Priority consideration will be given to candidates who apply with a resume by January 9, 2026. Applications will be accepted until the job posting is removed. ● Appointment Type: This is a full time, career appointment, non-exempt from overtime pay (hourly paid). ● Salary Information: This position is represented by a union for collective bargaining purposes and has an hourly salary of $34.65 - $46.41 for job code 572.3. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary will be commensurate with the final candidate’s qualification and experience, including skills, knowledge, relevant education, certifications, and aligned with the internal peer group (if applicable, and union contract agreement). ● Background Check: This position is 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 Modality: This position is eligible for a hybrid work schedule - a combination of teleworking and performing work on site at Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA 94720. Work schedules are dependent on business needs. Individuals working a hybrid schedule must reside within 150 miles of Berkeley Lab. A REAL ID or other acceptable form of identification is required to access Berkeley Lab sites (click here for more information). ● Relocation Assistance: This position is not eligible for relocation assistance. ● Work Authorization: Applicants must be legally authorized to work in the United States. Berkeley Lab does not provide visa sponsorship for this position. Want to learn more about working at Berkeley Lab? Please visit: careers.lbl.gov Equal Employment Opportunity Employer: The foundation of Berkeley Lab is our Stewardship Values: Team Science, Service, Trust, Innovation, and Respect; and we strive to build community with these shared values and commitments. Berkeley Lab is an Equal Opportunity Employer. We heartily welcome applications from all who could contribute to the Lab's mission of leading scientific discovery, excellence, and professionalism. In support of our rich global community, all qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories under State and Federal law. Berkeley Lab is a University of California employer. It is the policy of the University of California to undertake affirmative action and anti-discrimination efforts, consistent with its obligations as a Federal and State contractor. Misconduct Disclosure Requirement: As a condition of employment, the finalist will be required to disclose if they are subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct, are currently being investigated for misconduct, left a position during an investigation for alleged misconduct, or have filed an appeal with a previous employer.

Responsibilities

The Administrative Assistant III will provide essential administrative support to managers and principal investigators, ensuring operational efficiency across multiple teams. Responsibilities include managing calendars, arranging travel, organizing events, and assisting with documentation for audits and meetings.