Berkeley Lab's Building Technology & Urban Systems Division (BTUS) has an opening for an Administrator. The Administrator will provide high-level professional service to the Principal Investigators (PI) and staff from the Building and Industrial Applications Department (BIA) and serve as backup to the balance of the Administrative team. The successful candidate will provide independent judgment, initiative, discretion and creativity to address complex issues and problems and identify solutions that meet Division needs. This position will be responsible for supporting groups/individuals through independent planning, organization, prioritization and timely execution of tasks as well as will apply professional standards and Berkeley Lab policies to meet key programmatic and administrative needs of the Department staff.
What You Will Do:
Follow and utilize procedures, resources and provide recommendations for moderately complex tasks to meet administrative needs of the program's Principal Investigators (PIs). Ensure that solutions are compliant with Area, Division and Laboratory policy.
Organize events such as meetings, workshops and conferences with collaborators and with funding agencies; oversee all event logistics, including processing and tracking visitors.
Utilize specialized knowledge of operations concepts and practices to develop, organize, collect, and synthesize content for highly professional and technical and presentation material, scientific reports, and publications, ensuring documents meet DOE, Berkeley Lab, and other requirements.
Serve as a point of contact and as appropriate manage outside inquiries and requests regarding information of a complex nature for programs/projects within the Department.
Exercise discretion and independent judgment to interact effectively and at a high level of professionalism with a variety of individuals from various levels across the organization and external stakeholders.
Assist in evaluating/updating content for department website or Division Intranet, and assist with special projects and process improvement, as needed.
Coordinate and manage all aspects of high-level meetings, visits and seminars for BIA department including audio/visual arrangements, agenda, event approval, and food service. When necessary, assist BTUS Admin team members in coordinating high-level meetings and visits, and seminars.
Develop department meeting agendas with Department Head, actively participate and contribute to department meetings communicating administrative and operations policy changes or process updates.
Utilize a variety of LBNL systems and Google apps; process travel requests and expense reports, submit requisitions, maintain CRM database and develop tools for Division use
Interact with other Berkeley Lab departments to secure and coordinate Laboratory support and services for BTUS.
Additional Responsibilities as needed:
Process travel and expense reports.
Assist with preparation of grant proposals.
Organize group office areas; arrange space, computer and telecommunications support for employees and guests, employee onboarding.
Onboard new employees and train new administrative colleagues in Division
What is Required:
BA/BS degree and a minimum of three years of relevant experience (or equivalent combination) providing administrative support to a large or complex group, including demonstrated ability to take initiative and anticipate, organize and deliver a wide array of administrative support services.
Ability to take initiative, manage and prioritize own work, strong time management skills and ability to multi-task.
Professional demeanor, good interpersonal skills and ability to coordinate effectively with others, helping and seeking help as needed.
Ability to develop organizational procedures and adapt them to changing circumstances.
Substantial and comprehensive knowledge and experience using Microsoft Office Suite (Word, Excel, PowerPoint), Adobe and video conferencing systems, e.g. Zoom, GoTo Meeting, WebEx.
Excellent written and verbal communication skills.
Substantial knowledge and experience in the use of calendaring and scheduling software.
Demonstrated skills in meeting and event coordination, tracking and data management, organization and preparation of meeting materials and reports.
Demonstrated initiative and excellent judgment in exercising discretion to interact effectively with a variety of individuals and organizations.
Demonstrated experience and flexibility as a team player.
Demonstrated ability to take initiative, assume responsibility and remain flexible in an environment with competing priorities.
Ability to work independently with frequent changes in workload, set priorities and organize own work; strong customer service experience.
Substantial and comprehensive knowledge and experience coordinating and delivering a broad range of office management support services in a variety of settings, including research, academic, or similar environments.
Additional Desired Qualifications:
Bachelor's Degree and minimum three years of related experience.
Experience of a research environment or a building design or operation environment
Experience with planning and resource allocation
Knowledge of DOE, UC and Division policies, procedures and systems
The posting shall remain open until the position is filled.
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: 86785
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.