Senior Executive Administrative Assistant/Administrative Assistant

Administrative Assistant

Payrate: $48.62/hr on W2

Duration: 2026-07-07 to 2026-10-16

Location: Berkeley, CA

The Joint Division Operations team (Chemical Sciences and Material Sciences) is seeking temporary staffing support to backfill an employee on leave. This is a full-time role through mid-October.

Candidates with experience in travel coordination and/or timekeeping are preferred. Prior experience with LBNL or UC Berkeley systems is highly desirable.

This is a hybrid role once training is completed.

Primary Responsibilities

Option 1: Joint Division Timekeeping Support

• Manage timekeeping for staff and faculty, including sending pre- and post-sweep reminders for unreleased and unapproved time.
• Assist employees and supervisors with LETS timesheet corrections and coordinate effort corrections with the Research Administrator.
• Ensure compliance with established timekeeping procedures.
• Serve as the primary point of contact for Payroll and internal timekeeping inquiries.

Option 2: Chemical Sciences Division Travel Support

• Process conference attendance and ensure all authorizations and required forms are submitted to the Travel Department.
• Serve as the primary contact for travel and conference inquiries from division staff, affiliates, and guests.
• Manage travel requests and expense reports for all travel types, including:
• Coordinating foreign travel approvals with Division and Area leadership, ensuring required details (agendas, travel modes, etc.) are included.
• Researching carriers/routes and making air, hotel, and rental car reservations as requested.
• Ensure travelers complete required safety/security training and understand export control requirements.
• Track multi-level travel authorizations and expense reports to prevent delays; provide reporting as needed.
• Advise staff on LBNL travel policies to ensure compliance.

Position Qualifications

Essential Qualifications

• AA degree preferred; minimum 4 years of relevant experience in a high-technology environment. Strong analytical skills.
• Ability to work independently with limited supervision and execute tasks accurately and timely.
• Strong customer service skills with professionalism and tact; ability to build effective relationships across administrative, operational, scientific, and technical teams.
• Ability to perform basic mathematical calculations in spreadsheets (percentages, sums, etc.).
• Advanced computer skills; familiarity with Mac/PC platforms and tools such as Microsoft Word, Excel, Google Docs, Google Sheets, email, and web-based systems.
• Ability to quickly learn new applications and navigate databases.
• Excellent oral, written, and interpersonal communication skills.
• Strong organizational and recordkeeping skills.
• Proven dependability.
• Ability or willingness to learn LBNL systems such as TREX/FMS (Travel), BAR, and/or LETS timekeeping.

Marginal Qualifications

• Experience working in an academic or research environment.