Administrative Assistant III
- Posted: over a month ago
The Administrative Assistant will report to the Principal Administrator and be part of the administrative team that supports operations, investigators and science teams, and/or professional level staff.
Under limited supervision, perform multiple tasks to provide customer-oriented administrative and operational support to managers and professional employees. Provide a comprehensive range of specialized administrative services and work within established guidelines to independently coordinate and implement a wide range of complex activities. Since projects are often sensitive and time critical, provide continual analysis of emerging work demands in areas of assigned responsibility and prepare systems and solutions as necessary. Apply knowledge of policies and procedures pertaining to the administrative support needs of the organization’s scientific community. Apply judgment and initiative when resolving problems.
- Provide direct administrative support to scientific staff on a daily basis.
- Coordinate travel arrangements, prepare necessary authorization forms, obtain trip numbers and coordinate reservations for airfare, hotel and rental car. Complete trip reports and travel expense forms upon the completion of the trip.
- Represent scientific staff in day-to-day administrative matters; act as the primary point of contact for department staff; resolve complex issues, as appropriate.
- Coordinate site visits, special seminars and conferences. Assist in the scheduling of group meetings.
- In collaboration with the administrator, develop and establish general administrative protocols, procedures, tools, and resources to meet departmental needs. Develop quality customer service standards to assure efficiency and continuity in daily office operations.
- Research and interpret administrative policies and procedures; convey new or revised information to appropriate members of the administrative team.
- Arrange applicant interviews; may assist with coordinating and compiling hire packages; handle sensitive information; and assist with personnel documentation and processes.
- Assemble new hire onboarding orientation material.
- Compose, draft, edit, and prepare memos and other types of correspondence.
- Assist department supervisors and staff in compiling information and preparing reports and presentations using appropriate computer applications.
- Assist in printing posters for scientific staff as needed.
- Assist in data gathering and ensure timely completion and response of various action items.
- Create and maintain effective filing systems to facilitate easy retrieval of essential materials. Create and maintain resources and working files relative to departmental activities and other administrative topics.
- Coordinate scheduling of onsite and off-site meetings for group leads while paying attention to competing priorities; provide reminders and materials required for meetings and appointments. Develop agendas for various departmental meetings. May maintain complex calendars as required.
- Independently set up and coordinate complex logistics of internal and external reviews/meetings, tele/audio conferences and other meetings that may include attendees from other academic institutions and governmental agencies.
- Perform and coordinate special assignments and projects, as required.
- Respond to and manage communications (incoming phone calls, faxes, and mail); prioritize and triage administrative issues or route to appropriate sources. Serve as a liaison with a wide variety of personnel and other research institutions.
- A minimum of six years of intermediate to advanced administrative experience in a fast-paced, dynamic operations environment.
- Excellent customer service skills with attention to detail and follow through.
- Demonstrated ability to work independently under general supervision as well as part of a team.
- Strong organizational and multi-tasking skills sufficient to independently establish and handle constantly changing priorities; proven ability to complete multiple assignments in a timely manner.
- Strong analytical, record-keeping, and problem-solving skills to evaluate and identify issues and provide sound, creative solutions or alternatives.
- Effective interpersonal skills; demonstrated ability to interact well with tact and diplomacy in a diverse atmosphere.
- Advanced verbal and written communication skills with strong editing, grammar, and proofreading skills.
- Proven ability to handle highly sensitive and confidential information.
- Ability to build, establish, and maintain cooperative working relationships across multi-functional groups.
- Proficient in Word, Excel, PowerPoint, Google suite, Zoom, calendaring.
- Flexible with the ability to work occasional overtime.
- A.A. degree or equivalent experience.
- Knowledge of University of California (UC), DOE, and/or of national laboratories’ administrative and/or timekeeping policies and procedures.
- Good public-speaking and presentation skills; familiarity with audio visual equipment set up.
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