Administrative Assistant III at Lawrence Berkeley National Laboratory

Berkeley, California, United States -

Full Time

Start Date

Immediate

Expiry Date

19 Mar, 26

Salary

40.54

Posted On

19 Dec, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Event Management, Procurement Processes, Communication Skills, Organizational Skills, Problem Solving, Customer Service, Attention to Detail, Project Management, Time Management, Team Collaboration, Technical Proficiency, Judgment, Initiative, Flexibility, Discretion

Industry

Research Services

Description

Lawrence Berkeley National Laboratory is hiring an Administrative Assistant III for the NERSC division. In this role, you will provide comprehensive administrative support for approximately 100 staff, affiliates, students, vendors, and support personnel. You will handle complex assignments requiring sound judgment, initiative, and the ability to anticipate and resolve issues while independently planning, organizing, prioritizing, and executing the Center’s administrative workload in collaboration with the team. You will: Coordinate complex domestic and international travel in compliance with DOE policies, manage conference reporting, and maintain monthly reconciliation reports. Track conference and travel requests in Smartsheet, submit approval packets, communicate outcomes, and process travel accordingly. Plan and manage NERSC events, ensuring DOE/LBNL compliance; coordinate room setup, A/V needs, catering, and post-event cleanup, while communicating requirements to the team for effective planning. Submit procurement orders and reimbursements, maintain tracking systems for outstanding requests, and collaborate with procurement staff to support project and financial needs. Collaborate with the administrative team to share best practices, ensure coverage, and provide backup support as needed. Serve as the administrative point of contact for staff, students, affiliates, and visitors by responding to inquiries, providing information, and coordinating meetings with internal and external stakeholders. Maintain electronic files in Smartsheet and other project management tools; produce and manage documents, presentations, and reports using Google Workspace and Microsoft Office on a Mac. Desired Responsibilities: Update the Admin website in coordination with the administrative team. Coordinate seminars by working with hosts and speakers, managing postings, reserving rooms, and sending announcements. Arrange and coordinate center tours for LBNL and Division requesters. Support special projects for senior management as assigned. Schedule and coordinate interviews, site visits, seminars, appointments, and meetings. Maintain office equipment and supplies, arranging service as needed. We are looking for: Bachelor’s degree or a minimum of six (6) years of specialized administrative experience in a high-technology environment or a combination of both. Demonstrated success providing a wide range of administrative support in a team setting. Demonstrated advanced administrative experience including grammar, proofreading, and editing skills, and the ability to communicate verbally and in writing. Attention to detail and ability to respond in a timely fashion is required. Experience managing large and small events. Record event logistics utilizing the online tools provided by LBNL and the Division (Smartsheet). Ensure compliance with DOE and LBNL policy and requirements. Demonstrated skill in developing effective work relationships with key Laboratory personnel at all levels in administrative operations with frequent interactions with external organizations. Extensive experience with procurement and reimbursement processes. Demonstrated ability to process procurements and reimbursements in compliance with DOE and LBNL policy. Excellent organizational skills to establish priorities, work independently, and develop and execute complex projects simultaneously. Experience with project tracking systems, databases, and spreadsheet programs. Demonstrated ability to quickly learn new applications and platforms. Computer skills and experience at the intermediate to advanced level in project management tools (Smartsheet, Google and Google apps, email, MS Word, Excel, Web browser). Demonstrated skill in producing written communications and administrative reports that are concise, logical and organized. Ability to exercise significant independent authority and accountability for the successful administrative operation of a comprehensive function or varied functions within a large unit or program. Ability to work on complex assignments in nature requiring considerable judgment and initiative not only to resolve but to anticipate problems and demonstrated discretion in handling sensitive situations. Ability to work with initiative, flexibility, and independence in a fast-paced environment under quickly changing conditions, while maintaining attention to detail, responsiveness, and follow through. Demonstrated skills in problem solving, working under pressure and multiple demands, and handling multiple concurrent tasks. Strong focus on customer service; along with demonstrated ability to analyze a variety of administrative requirements; address problems and propose creative solutions. Ability to occasionally work overtime as required to carry out the responsibilities of the position. Desired skills/knowledge: Knowledge of LBNL Policies and Procedures (RPM) Requirements, DOE, and University of California administrative policies, procedures, and practices. Familiar with web design software and platforms. Familiarity with University of California general administrative support services policies and procedures. 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 Opportunities to grow in your career - check out our Tuition Assistance Program 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 Additional information: Application date: Priority consideration will be given to candidates who apply by January 9, 2026. Applications will be accepted until the job posting is removed. Appointment type: This is a full-time, 7:30 a.m. to 4:30 p.m., career appointment, non-exempt (hourly paid) from overtime pay. Salary range: The expected hourly range for this position is $34.65 - $40.54, which fits into the full hourly range of $34.65 - $46.41 depending upon the candidate's skills, knowledge, and abilities. This includes education, certifications, and years of experience. 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 requires substantial on-site presence, but is eligible for a flexible work mode, and hybrid schedules may be considered. Hybrid work is a combination of performing work on-site at Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA and some telework. Individuals working a hybrid schedule must reside within 150 miles of Berkeley Lab. Work schedules are dependent on business needs. In rare cases, full-time telework or remote work modes may be considered. A REAL ID or other acceptable form of identification is required to access Berkeley Lab sites (for more information click here). Union Represented: This position is represented by a union for collective bargaining purposes. 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 comprehensive administrative support for approximately 100 staff and manage complex assignments. Responsibilities include coordinating travel, managing events, and serving as the administrative point of contact for various stakeholders.