Berkeley Lab's Advanced Light Source Division has an opening for a Senior Supervisor, Administrative Services. Under the limited direction of the ALS User Services Group Leader, the incumbent serves as the User Office Manager, overseeing the administrative services and business support of the User Office at the ALS. The User Office Manager is responsible for initiating, recommending, interpreting and implementing LBNL/UC/DOE administrative policies, procedures, and practices related to researcher access to the ALS facility. Oversees a wide variety of processes associated with security and administrative requirements to over 2000 users, to include; user/affiliate site access, institutional user agreements, user/affiliate generic training and appropriate interaction with ALS safety processes. Additionally the incumbent is responsible for coordination of the annual ALS User Meeting, and other meetings and events. The incumbent will liaise with LBNL protective services to plan, implement and oversee all matters related to foreign citizen users. Will serve on interdivisional Lab teams to further these objectives.
What You Will Do:
Supervise user/affiliate processing staff ensuring staff fully meet the business goals of the user office and maintain excellent customer service.
Responsible for planning, hiring, assigning and assessing work, performance, career development and skills training, and disciplinary action as needed.
Use extensive knowledge of ALS/LBNL/UC/DOE concepts, methods, compliance issues in management of function and to plan, train and organize the User Office personnel to meet Lab policies, systems and practices related to a wide variety of tasks including the HR affiliate hiring software, Foreign Visits and Assignments, user agreement processes, travel systems, event management and videoconferencing.
Provide advanced expertise to advise staff on complex issues and serve as occasional emergency backup for critical front line user office activities.
Ensure adherence and consistency to meeting affirmative action, equal opportunity and diversity efforts, goals and guidelines in the hiring, assigning, training, and promoting of individuals.
Participates in the efforts to diversify personnel and provide for a work environment that is inclusive.
Effectively communicate diversity information to employees.[MOU1]
Contribute toward a workplace environment that is respectful to and supportive of all employees. Activities should result in a smooth functioning unit, within the guidelines of the RPM, or appropriate contract
Complete and maintain required trainings for supervisors (EHS, Finance System, Sexual Harassment, etc).
Ensuring that your staff actively incorporates safety into their work
Taking preventive actions to minimize injuries and illnesses, property damage and adverse environmental impact
Thoroughly investigate all accidents
Business Services Management:
Serve as the business host for ALS users. Oversee process and function as expertise resource for affiliate processing and site access for ALS user, ALS affiliates, contractors, and visitors. Develop systems and methods to ensure user office adherence to all training and security requirements and ALS/LBNL/UC/DOE access policies and procedures.
Utilize excellent communications skills to develop effective working rapport with LBNL Protective Services to proactively oversee foreign citizen site access and to develop appropriate solutions for complex user access issues. Provide guidance to staff and users by applying initiative and judgment in resolving issues where the impact of error risk is high.
Serve as process owner and oversee the non-proprietary user agreements process. Includes knowledge of, and adherence to, DOE and LBNL policies and requirements and building effective working relations with the Lab contracts office to develop efficient and effective procedures for user office staff.
Utilize excellent technical skills and apply knowledge of the ALS mission to work with the Group Leader to ensure the user office is effectively managed and operating programmatically. Develop and recommend solutions to complex problems. Proactively contribute as a member of the working group overseeing user office portal, technical systems related to user processes and database improvements and maintenance.
Manage information and ensure accurate data collection. Compile statistical reports requested by Group Leader, ALS management, LBNL management and DOE. Includes setting up processes to monitor stored user data, and generating, designing, and interpreting reports on ALS user activities.
Perform other User Office and Divisional duties as required.
Participate in the development and implementation of Lab Travel and Conference Services policies, systems, and practices as they relate to the User Office business operations. Represent the ALS User Office on significant matters regarding policy, capability and long-range goals.
Liaise effectively with Lab conference services to manage and coordinate the annual ALS User Meeting, attracting 400+ participants. Includes event approval, registration and web site design, budget oversight, workshop logistics, technical systems oversight, exhibitor attendance and reporting.
Oversee and act as point of contact for logistics for bimonthly meetings of the ALS User Executive Committee meetings. Timely and accurate updating of UEC google web pages.
Oversee travel requirements and procedures related to all user office meetings and activities.
Manage additional meetings, reviews and events, as required.
Must be able to work occasional overtime as require.
What is Required:
BA/BS desired and to 3-6 years of administrative management, and supervision or combination thereof.
Substantial experience providing a broad range of administrative services, preferably in a research environment.
3+ yrs of supervisory experience, including participation in the hiring processes' and performance management.
Extensive experience in delivery of business services and project planning.
Extensive experience developing, implementing and training other staff in systems and procedures.
Demonstrated excellent proactive skills in applying initiative, judgment and analytical skills to a wide range of problem-solving challenges.
Extensive experience working with computer systems, use of databases and data analysis.
Advanced level use of spreadsheets to compile and track data and to produce graphics, charts, and presentation materials. Able to apply detail-oriented focus and scrutiny to ensure accurate and consistent output.
Extensive and comprehensive experience in understanding, interpreting and applying organizational policies and procedures.
Demonstrated organizational skills applied to managing and tracking projects. Must be able to independently establish priorities and ensure completion of a wide range of projects in a timely manner.
Demonstrated extensive ability writing communications and administrative documents, reports and procedures that are concise, logical, and grammatically correct.
Strong meeting planning experience ranging from large conferences to committee meetings.
Experience interacting diplomatically with scientific, technical, management, and administrative staff, both internal and external to the organization; ability to establish and maintain cooperative working relationships with a variety of persons. Must be able to function well in a team environment.
Advanced skill proficiency and effectiveness with personal computers and relevant software, including Microsoft Office, e-mail, electronic calendars and videoconferencing.
Additional Desired Qualifications:
Familiarity with technology underlying relational databases and advanced search/query tools.
Familiarity with ALS and beamline operations.
Familiarity with LBNL organizational policies.
The posting shall remain open until the position is filled, however for full consideration, please apply by close of business on May 23, 2018.
This is a full time career appointment.
Full-time, M-F, exempt (monthly paid) from overtime pay.
Salary is commensurate with experience.
This position may be subject to a background check. Any convictions will be evaluated to determine if they directly relate to the responsibilities and requirements of the position. Having a conviction history will not automatically disqualify an applicant from being considered for employment.
Work will primarily be performed at Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA.
Berkeley Lab (LBNL) addresses the world's most urgent scientific challenges by advancing sustainable energy, protecting human health, creating new materials, and revealing the origin and fate of the universe. Founded in 1931, Berkeley Lab's scientific expertise has been recognized with 13 Nobel prizes. The University of California manages Berkeley Lab for the U.S. Department of Energy's Office of Science.
Equal Employment Opportunity: Berkeley Lab is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. Berkeley Lab is in compliance with the Pay Transparency Nondiscrimination Provision under 41 CFR 60-1.4. Click here to view the poster and supplement: "Equal Employment Opportunity is the Law."
Internal Number: 84891
About Lawrence Berkeley National Laboratory
In the world of science, Lawrence Berkeley National Laboratory (Berkeley Lab) is synonymous with excellence. Thirteen scientists associated with Berkeley Lab have won the Nobel Prize. Fifty-seven Lab scientists are members of the National Academy of Sciences (NAS), one of the highest honors for a scientist in the United States. Thirteen of our scientists have won the National Medal of Science, our nation's highest award for lifetime achievement in fields of scientific research. Eighteen of our engineers have been elected to the National Academy of Engineering, and three of our scientists have been elected into the Institute of Medicine. In addition, Berkeley Lab has trained thousands of university science and engineering students who are advancing technological innovations across the nation and around the world. Berkeley Lab is a member of the national laboratory system supported by the U.S. Department of Energy through its Office of Science. It is managed by the University of California (UC) and is charged with conducting unclassified research across a wide range of scientific disciplines. Located on a 200-acre site in the hills above the UC Berkeley campus that offers spectacular... views of the San Francisco Bay, Berkeley Lab employs approximately 4,200 scientists, engineers, support staff and students. Its budget for 2011 is $735 million, with an additional $101 million in funding from the American Recovery and Reinvestment Act, for a total of $836 million. A recent study estimates the Laboratory's overall economic impact through direct, indirect and induced spending on the nine counties that make up the San Francisco Bay Area to be nearly $700 million annually. The Lab was also responsible for creating 5,600 jobs locally and 12,000 nationally. The overall economic impact on the national economy is estimated at $1.6 billion a year. Technologies developed at Berkeley Lab have generated billions of dollars in revenues, and thousands of jobs. Savings as a result of Berkeley Lab developments in lighting and windows, and other energy-efficient technologies, have also been in the billions of dollars. Berkeley Lab was founded in 1931 by Ernest Orlando Lawrence, a UC Berkeley physicist who won the 1939 Nobel Prize in physics for his invention of the cyclotron, a circular particle accelerator that opened the door to high-energy physics. It was Lawrence's belief that scientific research is best done through teams of individuals with different fields of expertise, working together. His teamwork concept is a Berkeley Lab legacy that continues today.