Berkeley Lab'sMaterial Sciences Division(MSD) has an opening for a Senior Administrator. The person in the role will report to the Business Manager, will work under limited supervision, and will independently provide a wide range of high level administrative support to MSD Division Director and the leadership team. The incumbent is responsible for managing administrative services in the Division Office and will supervise the Division Office Administrative Assistants. This person will lead and/or participate in Division Office process improvement projects and activities. They will facilitate and lead the administrative aspects of Division-wide activities such as DOE reporting, MSD PI retreats, and the annual Performance Management Process. This person will also exercise discretion and diplomacy and handle confidential information.
What You Will Do:
Responsible for managing and overseeing the Division Office services including Purchasing, Timekeeping, Travel, DOE conference attendance requests, Division websites, EHS administrative support.
Independently research, interpret, analyze and implement business management policies, and practices and procedures. Disseminate information and policy changes to Administrative staff, Division management, and provide policy interpretation as needed.
Participate in various business processes for the Division, including annual budgeting and reporting.
Using independent judgment, determine, communicate and schedule priorities in managing extensive and regularly shifting multiple calendars. Anticipate and independently resolve logistical issues that may arise given extremely busy schedules and rapidly changing priorities.
Supervise Administrative Assistants, manage their performance and workload ensuring seamless delivery of the administrative services to the MSD Division office and the Division staff. Provide information, guidance, and training.
Serve as an administrative lead and facilitate the processes for the annual Performance Management Program for the Division.
Take a lead role ensuring the Division websites, digital signage, DOE highlights, monthly Division newsletters, and MSD publication database are maintained/published.
Cultivate and foster collaborative working relationships with other key contacts across the Lab and externally.
Coordinate the logistics of internal conferences and documents, communicate directly with the presenters, reviewers, management, and staff. Responsible for assembly and editing of complex documents.
Support Business Manager for various projects.
What is Required:
BA/BS degree and a minimum of 4 - 6 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.
Substantial experience providing advanced-level administrative and project coordination support to senior management.
Advanced experience with computers and other electronic devices. Advanced technical skills with a variety of applications, i.e., Microsoft suite, Google suite and drive, internet applications, rudimentary website maintenance. Experience with collaboration software, including setting up video conferencing.
Demonstrated ability to effective leverage resources and cultivate strong business relationships to work collaboratively with staff across divisions and at all levels of the management chain.
Demonstrated supervisory experience and proven ability to provide leadership and guidance to others.
Able to work independently, use effective time management and strong organizational skills. Ability to flex and respond to changing needs of the Division including juggling multiple competing demands and workload priorities.
Experienced working in a deadline oriented, fast-paced environment.
Demonstrated experience developing and recommending solutions to complex problems. 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 and websites contents, edit material that may include technical language, and proofread own and other's work.
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.
Additional Desired Qualifications:
6 years of related professional experience
Knowledge of LBNL and DOE policies impacting procurement, safety and administrative responsibilities
The posting shall remain open until the position is filled, however for full consideration, please apply by close of business on August 24, 2018.
This is a full time career appointment.
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: 85388
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.