Berkeley Lab'sAdvanced Light Source (ALS) has an immediate opening for an Administrator. As an Administrator, you will manage and execute a variety of services within the ALS User Services office. You'll be working with staff and visitors at all levels providing high-level customer service administrative support. This position will require you to work independently under general supervision for routine assignments and detailed instructions for new projects. As a highly resourceful team player, the ideal candidate will apply their initiative and judgment in accomplishing effective resolution of complex situations in a dynamic, multiple-priority driven, fast-paced, and demanding environment with rapidly changing priorities.
The ALS is a dynamic national scientific user facility that provides thousands of scientists from around the world access to bright beams of x-rays, infrared, and extreme ultraviolet light for scientific studies and technology development in disciplines spanning physical, chemical, materials, biological, energy, and Earth sciences. The ALS has been a global leader in soft x-ray science for more than two decades and is currently undertaking a new project(ALS-U)that will endow the facility with state-of-the-art x-ray capabilities. It's an exciting time to join our growing team!
The core values of the Advanced Light Source (ALS) reflect a strong commitment to diversity, equity, and inclusion. We seek candidates who will support a culture in which the entire ALS community feels welcomed and valued.
What You Will Do:
Understand and apply LBNL and ALS policies and ALS User Office Standard Operating Procedures (SOPs) while performing daily tasks related to user access at the ALS. Work with supervisor to identify and apply changes to ALS User Services SOPs.
Responsible for managing the joint ALSUser email inbox, and ensuring all user queries receive a response from the appropriate team member.
Manage and prioritize the daily list of incoming user registrations, working with the User Processor to ensure timely and efficient approval and processing. Provide guidance and support training on ALS user registrations and affiliate processing.
Manage daily interactions with LBNL International Researchers and Scholars Office (IRSO) and Foreign Visits & Assignment Office (FVA) groups to organize access for foreign users in a timely and efficient manner. Manage and facilitate visa issues and approval for late registering users.
Compose appropriate correspondence to users including appropriate customized letters to enable users to obtain visas and gain access to the U.S.
Act as the point of contact for ALS non-proprietary user agreements. Work with the Facility User and LBNL Strategic Partnerships Office (SPO) to collect and prepare information in a timely, accurate and complete manner.
Provide support for the ALS Publications Coordinator, including publication collection, verification and tracking.
Under direction of the User Office Sr. Administrator and ALS Proposal Coordinator, arrange logistics for ALS meetings, conferences and workshops. Responsible for managing ALS guest travel as requested.
Prepare user service statistics and charts for display on the User Services notice board.
Setup and support audiovisual and video-conferencing capabilities equipment for meetings and workshops.
Provide administrator support to the User Services team as requested. Provide ad-hoc reports and queries on affiliate and user status.
Perform other administrative duties and special projects assigned by the User Office Sr. Supervisor.
What is Required:
Bachelor's degree or equivalent experience and 4 years related experience or combination thereof.
Proven organizational skills. Ability to develop and apply guidance to establish short term priorities and ensure completion of a wide range of projects in a timely manner.
Ability to establish and maintain cooperative and productive working relationships with the wide variety of individuals you come into contact with.
Ability to conduct and analyze needs assessments for standard operating procedures (SOPs), and experience developing and implementing such procedures.
Ability to analyze difficult customer issues and identify and carry out needed solutions.
Ability to write communications that are clear, concise, and grammatically correct.
Ability to manage complex database records with excellent attention to detail. Able to work under pressure.
Advanced computer and web skills, including advanced experience with email and calendar applications, Microsoft Office applications and some experience updating web pages. Must have Web experience in researching and verifying data.
Extensive and comprehensive experience in providing administrative support for a broad range of administrative functions.
Additional Desired Qualifications:
Familiarity with UC, Berkeley Lab, and DOE policies and procedures.
Experience using Secure Alarm Manager (SAM) software and the HRIS database.
Familiarity with Google software applications, e.g. gmail, google docs and google sites.
The posting shall remain open until the position is filled, however for full consideration, please apply by close of business on July 24, 2019.
This is a full-time career appointment, 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 primarily be performed at Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA.
Learn About Us:
Working atBerkeley Labhas 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 thePay Transparency Nondiscrimination Provisionunder 41 CFR 60-1.4. Clickhereto view the poster and supplement: "Equal Employment Opportunity is the Law."
Internal Number: 87567
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.