Administrative Assistant III (Intellectual Property Office)

Lawrence Berkeley National Laboratory is hiring an Administrative Assistant (INTERNAL APPLICANTS ONLY) within the Intellectual Property Office (IPO) division. This position provides a comprehensive breadth of administrative services requiring considerable judgment and initiative, while ensuring adherence to the mission, values, and objectives of the Intellectual Property Office, the Lab Directorate, and the Lab. The individual in this role will need to become well-versed with policies, processes, and regulations and ensure compliance related to the range of administrative support responsibilities and general business functions (e.g., travel, procurement, property, timekeeping, events etc.).

What You Will Do :

• Process agreement requests submitted through the Innovation Portal, ensuring thorough and timely review and following up with requestors as needed.
• Prepare and submit procurement requisitions; track order status; and process requisition / PO updates for goods and services.
• Submit invoices and receipts to the Payment Request Center for timely payment and reimbursement.
• Arrange domestic and international travel (AER / TREX approvals, bookings) and process travel expenses for staff, affiliates, and guests; attend Travel Office preparer sessions as required.
• Serve as the IPO LETS timekeeper.
• Coordinate onsite and virtual Lab-hosted meetings and events, including event requests, space and visitor access, AV / Zoom setup, meals, travel and lodging logistics, and event budget tracking and closeout.
• Conduct Visual Compliance RPS entity screenings and record results in the appropriate database.
• Submit and track work requests; manage office supplies; coordinate mail and package delivery; and serve as the MFD representative.
• Manage calendars, meeting invitations, conference room bookings, Zoom links, agendas, and participant communications.
• Perform routine updates to internal and external IPO web pages.
• Create, update, and maintain accurate records in departmental systems; organize Google shared drives.
• Support the annual property inventory review for the IPO Property Representative.
• Contribute to special assignments and represent IPO on councils or committees as needed.

What We Are Looking For :

Desired Skills / Knowledge :

Additional Information :

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.