Job Description

Job Description

Role: Administrator

Location: Berkeley, CA

Type: 6 months+

Local candidates only. This is 5 days per week onsite role.

DETAILS:

Administrator performs a broad range of moderately complex and diverse administrative tasks in a dynamic environment with changing priorities. The role requires the ability to manage day-to-day operations, monitor action items, and make administrative decisions using sound judgment and discretion. Responsibilities include managing calendars, coordinating HR processes, planning meetings and events, ensuring compliance with policies, leading administrative staff, and providing comprehensive administrative support to meet key divisional needs.

Essential Duties & Responsibilities

• Serve as liaison between Human Resources and Division Management to facilitate personnel actions, including recruitment, hiring, promotions, terminations, and affiliate processing.
• Advise supervisors and hiring managers on processes and documentation requirements.
• Assemble and secure approvals for hiring and promotion cases.
• Coordinate the performance review process.
• Act as work lead for administrative support staff on administrative functions and/or projects.
• Compose moderately complex and/or sensitive business correspondence, synthesizing and summarizing information from various sources.
• Serve as point of contact for the Engineering Division Director:
• Manage calendar, schedule and prioritize meetings.
• Assess, prioritize, and track requests to ensure timely action.
• Proactively prepare for recurring processes and events.
• Utilize the Lab’s Financial Management System to generate reports and support financial transactions.
• Provide high-level administrative support for proposal development .
• Plan and coordinate complex meetings, reviews, and events , ensuring logistics, budgets, and compliance with policies.
• Design and prepare presentations and materials .
• Serve as the Division’s specialist for processing consultant service requisitions and other contract structures.
• Research, analyze, and interpret Laboratory policies ; disseminate updates and provide policy interpretation to staff and management.
• Develop, manage, and maintain Division website and social media presence .
• Perform other duties as assigned.

Position Requirements:

I. Education & Experience

Required:

• 0–4 years of relevant experience or equivalent combination of education and experience.
• Demonstrated experience working collaboratively as a team lead or team member.
• Proven ability to manage or coordinate moderately complex processes.

Preferred

• BA/BS degree in a relevant field and directly related experience.
• Experience managing budgets and logistical arrangements for large events (e.g., reviews, workshops, conferences).
• Experience supporting executive leadership or large departments.

II. Knowledge, Skills & Abilities

• Strong organizational skills: ability to prioritize, track, and follow through on multiple responsibilities.
• Excellent interpersonal and communication skills, with professionalism and political sensitivity.
• Proven ability to establish cooperative working relationships at all levels, internally and externally.
• Analytical and problem-solving skills to identify and implement compliant administrative solutions.
• Proficiency in MS Office Suite , Google Suite , Smartsheet , social media , and project management tools .
• Strong written communication and editing skills (grammar, syntax, style, clarity).
• Experience managing social media content (LinkedIn, Facebook, Twitter).
• Experience maintaining and updating web content.

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