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.
Berkeley Lab's Advanced Light Source is seeking an Administrator. The ALS is a dynamic national scientific user facility that provides thousands of scientists from around the world access to bright beams of x-rays, infrared, and extreme ultraviolet light for scientific studies and technology development in disciplines spanning physical, chemical, materials, biological, energy, and Earth sciences.
The incumbent will provide a high level of administrative support to the Photon Science Group Leads and group members. The individual will perform a broad range of complex and diverse daily administrative tasks, carefully monitoring action items and making day-to-day administrative decisions in a fast-paced and busy environment. The position is responsible for applying advanced knowledge and skills in administrative functions, exercise discretion and judgment, while adhering to professional standards and applying Berkeley Lab policies and procedures. The scope of work includes managing calendars, arranging travel, coordinating meeting/conference logistics, coordinating HR requests, onboarding new hires and affiliates, office management duties, ensuring compliance with policy, and meeting other key programmatic and division administrative needs.
What You Will Do:
Serve as point of contact for operations and administrative support to assist the Photon Science Group Leads and group members in meeting their responsibilities and deliverables in an organized fashion.
Assess, prioritize, track and determine appropriate action on various requests and inquiries, ensuring timely completion.
Serve as scheduling point of contact for the Photon Science Group Leads, interfacing with both internal and external parties as required.
Utilizing the Lab's Financial Management System, assist the Photon Science Group Leads in keeping track of group budgets, generating reports, and working with the Financial Analyst to implement transactions as needed.
Plan, develop, coordinate and oversee all logistical aspects of complex meetings, workshops and conferences, including budget development/tracking, event registration, website creation/content management, audio/visual arrangements, event approvals, lodging blocks, travel, publicity, production of meeting materials, food service arrangements, etc. Collaborate with employees throughout the process to make certain the success of each event. Ensure that commitments made are in compliance with U.S Department of Energy, University of California, and LBL policies and procedures.
Working in accordance with Lab policy, provide a full range of complex travel support functions, including estimating costs, reporting conference attendance for DOE/LBNL approval, researching and booking itineraries, creating travel authorizations, preparing detailed travel itineraries, and submitting expense reports.
Serve as point of contact with Human Resources for routine personnel actions, including recruitment, hiring and terminations, as well as affiliate processing. Assist with assembling hire and promotion cases.
Maintain error-free tracking database of guests/affiliates. Develop and issue payment letters, accurately track appointment start/end dates, process stipend payments and long term travel reimbursements, and coordinate the onboarding process.
Develop the group website(s) and maintain content to ensure that it is kept updated and current.
Work collaboratively with other Berkeley Lab departments to secure and coordinate Laboratory support and services where needed.
Plan, organize and coordinate other administrative support services such as invoice payments, time reporting, procurement, visitor site access, maintaining office supplies and equipment, etc.
Coordinate and manage logistical arrangements for visitors.
Research, analyze, interpret and implement Laboratory policies, practices and procedures relating to administrative activities. Disseminate information and policy changes to administrative staff and Division management, and provide policy interpretation as needed.
Compose moderately complex and or sensitive business correspondence, and edit and review material that may include some technical language. Maintain documents in electronic and or paper files.
Other administrative projects/tasks as requested and approved by supervisor.
What is Required:
BA/BS degree and a minimum of 4 years related experience or an equivalent combination of education and experience in providing administrative support for a wide range of functions to senior-level management in a large/complex department or division, preferably in a DOE National Laboratory environment.
Under general supervision, be able to establish priorities and manage multiple projects through to completion in the face of constantly changing priorities.
Excellent time-management and task-management skills. Attention to detail and reliable follow-through.
Demonstrated experience in successfully managing logistical arrangements for reviews, workshops, conferences and other events.
Ability to work well and stay focused in an environment with a variety of interruptions and distractions.
Excellent customer service skills. Ability to proactively anticipate customer needs.
Demonstrated experience and flexibility as a team player, either as a team lead or a team member.
Strong interpersonal skills, with the ability to interact productively with a broad range of personnel both internal and external to the lab. Ability to establish and maintain cooperative working relationships across multi-functional groups.
Demonstrated ability in creative problem solving, suggesting new ways of providing excellent internal and external customer service.
Ability to develop, organize and prepare error-free materials and reports. Ability to design and create spreadsheets to accurately track and manage data.
Demonstrated computer knowledge and ability for learning new technologies/software. Moderate to advanced knowledge using Microsoft Office Suite (Excel, Word, PowerPoint), Adobe Acrobat, Visio, and Google collaborative tools such as Google Mail, Google Calendar, Google Docs, Google Sites, Google Drive, Smartsheet, etc.
Familiarity with cloud and web-based audio/video collaboration tools such as Zoom, BlueJeans, ReadyTalk, etc.
Intermediate capability in web content management.
Knowledge of DOE, LBNL, UC policies and procedures, and administrative and business practices and procedures.
Excellent written and verbal communications skills. Ability to listen.
Excellent project management skills.
Demonstrated experience and discretion when interacting with a variety of individuals and organizations, including Lab Management, DOE, and subcontractors.
Demonstrated experience working with scientific and technical staff, and with working with people with diverse geographic backgrounds, and in reading scientifically technical prose.
The posting shall remain open until the position is filled, however for full consideration, please apply by close of business on July 25, 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 be primarily performed at Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA.
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: 85324
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.