Administrative Specialist - Berkeley

POSITION OVERVIEW

The incumbent will provide comprehensive administrative support to the Health & Safety Department within the Environment Health & Safety (EHS) Division. They will work under limited supervision, making independent decisions and prioritizing tasks within established guidelines. The role involves tracking and monitoring administrative workflow, implementing process improvements, and staying updated on procedural changes. Advanced computer and communication skills are required to deliver professional-level administrative and customer service support effectively.
 

RESPONSIBILITIES

• Independently provide advanced-level administrative support in an accurate and timely fashion including maintaining and updating the Department's electronic calendar, offsite notifications, document logs, staff certifications/memberships/conferences, databases and websites. Assess inquiries and requests; respond systematically to ensure appropriate action and timely completion of various tasks.  
• Schedule, coordinate and attend various meetings as needed.  
• Support Department Head and managers as requested. Follow up on outstanding items for quick resolution.  
• Support with scheduling, meeting minutes, database support, maintenance requests and tracking, recharge activity and customer support.  
• Coordinate administrative requests. 
• Provide support at location including filing and archiving, mail and package distribution, light housekeeping, maintenance of office supplies and copier/printer needs. Provide support to division staff as needed. 
• Provide backup to Health Services Clinic Reception. 
• Communicate effectively with internal staff as well as external contacts.  
• Interact with EHS Administrative staff in meetings and on committees or teams for process and procedure improvement and knowledge exchange.  

QUALIFICATIONS

• 3+ years of relevant administrative and clerical experience, including demonstrated ability to work under minimal supervision.  
• Excellent customer service orientation with demonstrated experience working in a complex organization.  
• Demonstrated ability to comprehend and analyze a variety of customer, operational, and administrative requirements or issues, and execute tasks or propose solutions to meet deliverables, deadlines, and milestones.  
• Advanced knowledge in Microsoft Word, Excel, PowerPoint, Google Suite, Smartsheet, and other software as needed to complete tasks.  
• Organizational skills sufficient to independently determine priorities and ensure completion of actions in a timely fashion, often in a dynamic environment of competing priorities.  
• Excellent communication skills, both verbal and written, to interact effectively and diplomatically with a broad range of personnel including staff members, visitors, and external contacts.  
• Strong attention to detail with ability to create accurate and thorough work products.  
• Ability to maintain a calm and composed demeanor, exercising sound professional judgment and absolute discretion in order to effectively address any customer requests or sensitive issues.  
• Must be able to perform the physical requirements of this position. Specifically, must be able to sit and perform computer-related functions for up to 8 hours per day including data entry, business correspondence, document management, research, calendaring, and taking/preparing meeting minutes, and other duties as assigned.