The Scientific Networking Division (SND) has an immediate opening for a dynamic and well-organized Senior Administrator. This critical role will support the Scientific Networking Division office with a great deal of autonomy and independence, including the Scientific Networking Division Director and Executive Team.
The Senior Administrator will proactively support the division's operational needs and objectives to ensure effective and efficient administrative operations. The Senior Administrator will be required to exercise independent judgment, initiative, and professionalism to anticipate workload demands, deadlines, and potential problems and identify solutions to meet customer needs.
This is an excellent career opportunity for seasoned administrator to work with leading scientific professionals in a fast-paced, intellectually challenging environment.
The Senior Administrator will:
Provide a high level of assistance to the Division Director and Executive level management team by anticipating organization needs, deadlines and assessing workloads in order to ensure that all needs and associated deadlines are met.
With limited supervision, will be the first level of control for the Division Director's calendar providing complex calendaring, meeting logistics, travel, presentation materials and other individualized support; anticipating and proactively making decisions.
Provide travel support in the form of travel and itinerary planning, submitting foreign travel authorizations and requests for travel reimbursements.
Serve as single point for communication for division-wide events as assigned and follow up on organization issues on the manager's behalf.
Interact with Senior Laboratory management, Department of Energy Headquarters, funding agencies and officials in other external organizations.
Initiate and respond to requests/ inquiries on behalf of the Division Director; tacking impending deadlines and keeping management abreast of ongoing activities and commitments.
General Division Support
Coordinate conference services for the Division; plan all aspects of assigned conferences and meeting requirements and coordinate administrative activities pertaining to conference planning and execution. In coordination with the other administrative staff, initiate, plan and oversee the logistics for hosted meetings, reviews and conferences. This includes communicating directly with the presenters, reviewers, management and staff regarding logistics, presentation deadlines, web-upload procedures and other details.
Assist with organizing recruitment efforts, search committee meetings, high-level visits and workshops/seminars.
Assist in identifying administrative process improvements by analyzing administrative functions and suggesting improvements to the business office administrative lead.
Primary coordinator for the On and Off Boarding of ESnet Staff, Students and Affiliates
Coordinate the annual Summer Student program for SND
Prepare, compile, and coordinate agendas, emails, letters, presentations, bios and other associated materials in advance of meetings. Use judgment to determine what documents and information will be needed, and articulate critical information to appropriate parties in advance of meeting.
Develop and maintain internal websites and adopt best practices to effectively track information and generate reports as required.
Develop channels of communication and coordination between other key Laboratory, BSO and DOE offices. Cultivate and foster cooperative relationships with other key contacts across the lab and coordinate projects across various areas.
Backup Travel Coordinator and Requisition Preparer for Division's Administrative Assistant III.
Minimum of four years of related experience or an equivalent combination of education and experience.
Substantial advanced-level experience providing administrative and project management support to senior management.
Experience with planning high level and/or large meetings, to include logistics, catering and correspondence.
Requires effective use of resources and cultivation of strong business relationships to work collaboratively with staff. Proven ability to develop and maintain positive working relationships both up and down the management chain. Ability to work independently as well as collaborate effectively with others to accomplish division tasks, initiatives, and projects.
Proven ability to provide leadership and administrative technical guidance to others.
Effective time management and organizational skills including ability to juggle multiple competing demands and independently prioritize administrative issues. Ability to work in a deadline-oriented, fast-paced environment while independently and effectively establishing and changing workload priorities in a shifting work environment using initiative, sound judgment, and understanding of the tasks.
Significant experience in managing a full spectrum of complex itinerary planning for changing travel, calendar and meeting arrangements for senior managers.
Proven skill in handling sensitive and confidential information and issues with a high level of discretion, integrity and diplomacy.
Demonstrated experience developing and recommending solutions to complex problems and recommending appropriate course of action. Ability to establish and implement complex administrative practices and procedures with limited supervision.
Excellent composition and language skills with the ability to compose complex and/or sensitive business correspondence, edit material that may include technical language, proofread own and other's work.
Advanced experience with computers and technical skills using Microsoft Word, PowerPoint, Excel, calendar, email, and web browsing programs. Experience with collaboration, project management,. Intermediate to expert level experience with google applications, including e-mail, calendar, drive, documents, sites and survey.
Ability to occasionally do light lifting (10-20 lbs.)
Additional Desired Qualifications:
Bachelor's degree is preferred.
Knowledge of LBNL and DOE policies impacting procurement and administrative responsibilities.
This is a full-time career appointment.
Work Schedule: Full-time, M-F, exempt (monthly paid) from overtime pay.
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.
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: 85425
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.