Berkeley Lab's Facilities Division has an opening for an Administrator.
You will report to the Facilities Operations Manager and supports the Facilities Division and the Facilities management team. The incumbent will develop, manage and coordinate a broad comprehensive range of specialized operational, business services and administrative support to the Facilities Division broadly and the Facilities management team. You will solve problems of unique to advanced complexity or specialization and assess, develop and implement innovative to advanced organizational processes and procedures to achieve long and short-term goals. The incumbent will exercise discretion, independent judgment and decision making to have extensive interaction with co-workers and management internal and external to the Laboratory. You will initiate, implement, and execute division programs in response to and in support of high-level strategic planning and related activities. Assignments generally involve complex to advanced complex work of a sensitive or confidential nature and requires knowledge of the practices and procedures of the Laboratory, division and office.
What You Will Do:
In direct support of the Facilities Division and the Facilities management team, identify, triage and resolve a broad range of highly complex, unique, sensitive and confidential division operational and administrative issues using initiative, sound judgement and decision-making skills; decide on a course of action or identify and route to the appropriate resources.
Coordinate and lead administrative staff members who are providing support services in travel arrangements; meeting and event coordination; document, report, proposal, manuscript and presentation preparation and coordination; and other required business services.
Compose, draft, edit and prepare responses on behalf of the Facilities management team as needed, including sensitive or strictly confidential items as appropriate including causal analysis documentation, technical reports, and presentations using appropriate computer applications.
Use a high degree of operational/program/project management knowledge, data analytics and expertise to prepare, organize and refine information for highly complex and high profile reports, proposals.
Manage, refine and update Facilities Division key performance indicator metrics, document management and control, onboarding and off-boarding program, property management training materials, division website, and other division/institutional programs/projects.
Oversee divisional operations projects, programs, and initiatives on behalf of Facilities management team.
Work closely with the Facilities management team and administrative team to ensure the seamless provision of support services when needs require coordinated services from the Facilities administrative areas and other operational or scientific divisions.
Oversee the full range of event coordination services for external reviews, program and division reviews, operational seminars, and other conferences and high-level meetings and serve as a liaison between the Facilities Division and other LBNL management offices.
Responsible for the confidential operations and efficiencies for the Facilities Division including oversight of logistics, schedules, communications. Initiate and respond to requests/inquiries on behalf of the division; tracking impending deadlines and complex action items; and keeping abreast of ongoing activities and commitments.
Coach, mentor, train, and advise other administrative team/project coordinators in key administrative and operational areas.
Oversee division's senior leadership records, files and information management practices.
What Is Required:
A minimum of four years substantial to advanced relevant operational, program management, or administrative knowledge and experience with a broad spectrum of operational and programmatic support services.
Proven experience in project management, strategic/tactical operations and successful execution to meet program/project/initiative goals.
Advanced proficiency with Mac and PC and associated software including ability to word process rapidly and accurately develop metrics, create and maintain spreadsheets, create presentations that communicate complex ideas and maintain computer graphics.
Experience with monitoring budgets and interpreting financial reports for multiple complex projects.
Experience handling sensitive and confidential information with discretion.
Experience arranging domestic and foreign travel in a corporate or laboratory setting.
Ability to understand Facilities Division and Facilities management team operations, priorities, and responsibilities and use independent judgment to triage a broad range of scheduling and project issues and decide on a course of action. Demonstrated ability to manage multiple deadlines, priorities and personnel. Excellent judgment in managing daily activities, including scheduling and calendar management, handling of urgent matters, computer issues, etc. Ability to independently establish priorities; perform multiple projects simultaneously with short deadlines and frequent interruptions, and complete assignments in a timely manner.
Demonstrated ability to exercise significant professional judgment and to take initiative, assume responsibility and remain flexible in a fast-paced environment with competing priorities.
Ability to work effectively and professionally with a variety of people and to represent the division on logistical and other matters.
Decision making skills, strong problem-solving skills and analytical ability to solve highly complex and unique problems and issues.
Very strong interpersonal skills for working in a diverse team environment as well as excellent communication skills both in verbal and written; experience collating, editing and formatting written and presentation materials.
Demonstrated ability to manage and support change initiatives.
Demonstrated leadership, motivational, and team-building abilities.
Proven coaching, advising, and consulting skills.
Strong skills in providing excellent customer-focused administrative support.
Extensive knowledge of policies, procedures and practices in operational areas of responsibility such as travel, procurement, personnel, event coordination and document preparation and submission.
Demonstrated political adeptness and customer service skills of a very high caliber, including the ability to be professional, articulate, and concise as well as to work diplomatically with a broad range of individuals both on the telephone and in person.
Editing skills sufficient to edit a variety of operational and management documents for grammar, syntax, style, clarity, document management and document change control.
Advanced proficiency with Mac and PC and associated software including ability to word process rapidly and accurately, e-mail, create and maintain computer graphics.
Advanced proficiency with MS Excel to perform data analysis, develop metrics, create and maintain spreadsheets.
Advanced proficiency with MS PowerPoint to create high profile reports and communicate complex information.
Ability to utilize the Internet to collect/submit information. Extensive use of collaboration tools.
Experience in design, development, review and use of electronic information management systems and databases.
Knowledge of MS Office is essential.
Ability to handle sensitive and confidential information.
Additional Desired Qualifications:
Bachelor's degree and related significant experience or combination of education and experience.
Ten years of substantial relevant experience and knowledge in broad and specialized operational, management, and administrative function support.
Ability to work occasional nights weekends or holidays if needed.
Advanced knowledge of MS Office, databases and systems.
Knowledge of LBNL and/or UC policies and procedures.
The posting shall remain open until the position is filled, however for best consideration please apply by midnight 5/17/19.
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.
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 thePay Transparency Nondiscrimination Provisionunder 41 CFR 60-1.4. Clickhere to view the poster and supplement: "Equal Employment Opportunity is the Law."
Internal Number: 86750
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.