You will report to the Senior Business Manager, supervises administrative staff and will be responsible for all administrative requirements of the Engineering Division. You will provide program guidance to Division Director, Deputy Division Director, Business Manager, Engineering Department Heads and administrative staff. You will interface with HR on Division-wide personnel-related matters during one of Engineering Division's largest growth periods in support of the Advanced Light Source Upgrade (ALS-U) project.
Assumes responsibilities with increasing levels of complexity and specialization including Engineering Website project leader/administrator, key contributor/administrator for the Supervisory Toolkit, facilitate and lead the administrative aspects of the Division-wide Performance Management Process, and provide specialized administrative and executive support to the Division Director, Deputy Division Director, and Department Heads when needed.
What You Will Do:
Oversee and manage administrative and clerical staff (including direct supervision of one exempt and four non-exempt staff) supporting the Engineering Division Office and Department Heads (i.e., hiring, coordinating work assignments, career development, evaluating individual performance and invoking disciplinary action as appropriate). Determine administrative support needs and develop staffing plans in consultation with the Business Manager to meet evolving business needs of the Engineering Division. Communicate Laboratory and Division policy and practices to the administrative support staff and report to Division management workload issues resulting from LBNL policies.
Analyze and determine approaches and solutions needed to achieve business and Division objectives.
Apply initiative and judgment to resolve problems where the impact of error/risk is high.
Devise new operational procedures and practices and implement improvements to the existing processes.
Implement and monitor solutions to achieve required results. Resource institutional process owners to ensure compliance with pertinent DOE, UC, and LBNL policies and procedures.
Interpret and implement Division and Laboratory policies, practices and procedures for administrative activities of the group and its multiple projects, and develop administrative procedures for the group.
Serve as point of contact with internal and external personnel on non-routine and highly complex matters.
Ensure timely and accurate response to information requests from DOE and EG/LBNL Directors.
Design complex presentation materials and leverage technology to advance the tactical and strategic objectives of the Division.
Coordinate the logistics and provide high-level administrative support to group meetings, reviews and workshops.
Learn and eventually assume responsibility for the management of Division space resources
Independently organize meetings and seminars.
Oversee and coordinate the arrangements for interviews and job candidate seminars.
What is Required:
Bachelor's degree and 2-6 years of directly relevant experience, or overall equivalent experience, plus professional level administrative experience, preferably in a scientific, technical, or research environment.
High level of organizational skills to independently initiate/prioritize responsibilities and manage competing projects
Demonstrated ability to analyze data and problems to provide practical and resourceful solutions under pressure; ability to plan for contingencies and shift priorities for swift, professional resolution
Effective interpersonal and communication skills; demonstrated ability executing professional verbal and written communications, including the ability to exercise discretion and diplomacy
Advanced editing and proofreading skills for grammar, syntax, style, and clarity
Substantial independent experience handling frequent and full spectrum of complex travel and calendar arrangements for senior leaders
Experience with process improvement methods and developing best practices in a business or technical environment.
Detail oriented experience managing activity specific budgets and processing proposals (e.g., LDRD).
Advanced MS Office experience (i.e., PowerPoint, Excel, Word), web-based document control, Google Apps software, social media; ability to learn new applications and software quickly and as needed
Demonstrated experience as a supervisor of administrative staff.
Proven expertise in document tracking and archiving and analyzing reports.
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.
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.
Learn About Us:
Working at Berkeley Lab has many rewards including a competitive compensation program, excellent health and welfare programs, a retirement program that is second to none, and outstanding development opportunities. To view information about the many rewards that are offered at Berkeley Lab- Click Here.
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: 87419
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.