Job Description Summary:Under general supervision of the Emeryville Operations Center Manager, this hi...
Job Description Summary:Under general supervision of the Emeryville Operations Center Manager, this high visibility position will oversee the Emery Station Operations Center (ESOC) Reception Desk and provide a variety of key administrative/clerical services to the ESOC community including: answer and screen telephone calls, greet and announce visitors, review and prioritize incoming mail and authorize access for security downstairs. This position will also provide moderate to complex administrative support to the ESOC Operations Team using judgment and initiative to resolve problems and carry out assigned duties and responsibilities. Must demonstrate broad knowledge of Laboratory policies and procedures pertaining to the administrative and clerical needs of the organization and make decisions within established procedures and guidelines as well as plan office work to meet deadlines. This position requires a high degree of flexibility, discretion and tact, and involves work that is of a sensitive nature and/or time critical. Interactions are with staff at all levels, internal and external.Duties:Oversee JBEI/ESOC Reception Desk: screen telephone calls, greet and announce visitors, review, sort, and prioritizeincoming mail, answer internal and external inquiries, and make appropriate referrals.Independently develop work methods or procedures to meet job requirements or anticipate new requirements and identifyopportunities for gains in efficiency or customer service effectiveness.Support the Emery Station Operations Team as requested with day-to-day issues including gathering, clarifying, anddisseminating information internal and external to JBEI.Assist in coordinating meetings and reviews, including logistical arrangements and production of presentation materials.Maintain calendars and post schedules for 4th floor conference rooms in ESOC as well as maintaining cleanliness andreadiness of conference rooms for all meetings.Maintain JBEI visitor security logs.Maintain calendar, and scheduling of ESOC government vehicle, logging mileage and scheduling preventativemaintenance.Maintain and distribute supply inventory and monitor stock levels of the main supply area and kitchen on the 4th floor ofESOC. Place weekly supply orders for needed supplies.Serve as key operator for all JBEI copy machines, fax machines and public printers. Work with IT staff in monitoring supplylevels and maintenance of equipment.Update door signs for new hires, terminations and moves.Assist administrative staff with the Affiliate and New Hire on boarding process.Assist administrative staff updating the Employee Information Management System with new hires and moves.Coordinate and track facilities requests to Wareham.Work with Wareham to process or arrange building and parking access for ESOC visitors.Manage Emeryville parking rosters, validation and policy enforcementAssist administrative staff updating the Employee Information Management System with new hires and moves.Create and maintain documentation of processes and policies on a regular basisSkills/Qualifications:Typically, four to six years of specialized administrative experience in a fast-paced, technology-driven environment.Competent with advanced features of PC or MAC, MS Word, FileMaker Pro, PowerPoint, E-mail, and Internet.Strong analytical, arithmetic, written composition and computer skills.Effective communication and interpersonal skills; ability to interact effectively and diplomatically with a broad range ofpersonnel including Laboratory staff members, visitors, and external organizations.Ability to write correspondence and proofread to produce a high volume of error-free documents with proper formatting and correct grammar and punctuation.Experience communicating and disseminating information flow to various appropriate audiences. Ability to work under general supervision.Prior experience updating and maintaining databases.Organizational skills sufficient to independently plan office work and complete projects in a timely manner. Ability to multi-task and handle constantly changing priorities.PreferredMust be able to work occasional overtime as required.Familiarity with UC, LBNL, LLNL, and/or DOE policies and procedures preferred.Ability to work independently.