Lawrence Berkeley National Lab’s (LBNL) Advanced Light Source (ALS) Division has an opening for an Administrator to join the team and provide comprehensive administrative support to the Advanced Light Source Upgrade (ALS-U) Director, Project Manager, and project team members in a hybrid working environment.
The Advanced Light Source is a U.S. Department of Energy (DOE) Office of Science national scientific user facility whose excellent scientific reputation, expert staff, and capabilities in the soft x-ray, hard x-ray, and infrared regimes attract more than 2,000 academic and industrial users each year in disciplines spanning physical, chemical, materials, biological, energy, and Earth sciences. It is one of five Berkeley Lab user facilities that serve a combined 11,000 users annually. The ALS has been a global leader in soft x-ray science for more than two decades and is currently undergoing a large-scale upgrade (ALS-U) that will endow the facility with state-of-the-art x-ray capabilities. It’s an exciting time to join our team!
The core values of the ALS/ALS-U reflect a strong commitment to diversity, equity, and inclusion. We seek candidates who will support a culture in which the entire community feels welcomed and valued. An ongoing commitment to recruiting a vibrant, diverse, and talented workforce is paramount to promoting a diverse lab community.
What You Will Do:
- Serve as point of contact for operations and administrative support to assist ALS-U project team and leadership members in meeting their responsibilities and deliverables in an organized fashion.
- Plan, develop, coordinate, and oversee all logistical aspects of complex meetings, workshops, and conferences, including budget development and/tracking, event registration, website creation/content management, audio/visual arrangements, event approvals, lodging blocks, travel, publicity, production of meeting materials, and food service arrangements.
- Ensure that commitments made are in compliance with U.S. Department of Energy (DOE), University of California (UC), and Lawrence Berkeley National Lab (LBNL) policies and procedures. This requires interfacing with both internal and external parties as required.
- Working in accordance with Berkeley Lab policy, provide a full range of complex travel support functions, including estimating costs, reporting conference attendance for DOE and Berkeley Lab approval, researching and booking itineraries, creating travel authorizations, preparing detailed travel itineraries, and submitting expense reports.
- Develop websites and maintain content to ensure that it is kept updated and current.
- Work collaboratively with other Berkeley Lab departments to secure and coordinate support and services where needed.
- Plan, organize, and coordinate other administrative support services such as invoice payments, time reporting, procurement, and maintaining office supplies and equipment.
- Research, analyze, interpret and implement Laboratory policies, practices, and procedures relating to administrative activities. Disseminate information and policy changes to other administrative staff and project team members, and provide policy interpretation as needed.
- Compose moderately complex and/or sensitive business correspondence, edit, and review material that may include some technical language. Maintain documents in electronic and/or paper files.
- Under general supervision, establish priorities and manage multiple projects through to completion in the face of constantly changing priorities.
What is Required:
- BA/BS degree and/or minimum of 4 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.
- Demonstrated experience in successfully managing logistical arrangements for reviews, workshops, conferences, and other events.
- Demonstrated experience and flexibility as a team player, either as a team lead or a team member.
- Ability to work in a hybrid or remote environment.
- Ability to design and create spreadsheets to accurately track and manage data.
- Ability to work well and stay focused in an environment with a variety of interruptions and distractions.
- Ability to proactively anticipate customer needs and actively listen.
- Demonstrated ability in creative problem solving, suggesting new ways of providing excellent internal and external customer service.
- Demonstrated computer knowledge and ability to learn new technologies/software.
- Strong attention to detail and reliable follow-through.
- Strong interpersonal skills, with the ability to interact productively with a broad range of personnel both internal and external to the Lab.
- Moderate to advanced knowledge using Microsoft Office Suite (Excel, Word, PowerPoint), Adobe Acrobat, Google collaborative tools such as Google Mail, Google Calendar, Google Docs, Google Sites, and Google Drive, and Smartsheet.
- Excellent time-management and task-management skills.
- Excellent written and verbal communications skills.
- Experience working with scientific staff, technical staff, and people from diverse geographic backgrounds.
- Demonstrated experience and discretion when interacting with a variety of individuals and organizations, including Lab Management, DOE, and subcontractors.
- Moderate to advanced knowledge of Jira, Slack, and Windchill.
- Knowledge of DOE, LBNL, and UC policies and procedures as well as administrative and business practices and procedures.
- Familiarity with cloud and web-based audio/video collaboration tools such as Zoom, BlueJeans, and ReadyTalk.
- Intermediate capability in web content management.
- Project management experience.
This position will remain open until filled.
- This is a full-time, 2 year, term appointment with the possibility of extension or conversion to Career appointment based upon satisfactory job performance, continuing availability of funds and ongoing operational needs.
- 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.
- This position is eligible for a hybrid work schedule – a combination of teleworking and performing work on site at Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA. Work schedules are dependent on business needs. Individuals working a hybrid schedule must reside within 150 miles of Berkeley Lab.
Based on University of California Policy – SARS-CoV-2 (COVID-19) Vaccination Program and U.S Federal Government requirements, Berkeley Lab requires that all members of our community obtain the COVID-19 vaccine as soon as they are eligible. As a condition of employment at Berkeley Lab, all Covered Individuals must Participate in the COVID-19 Vaccination Program by providing proof that vaccination requirements have been met or submitting a request for Exception or Deferral. Visit covid.lbl.gov for more information.
Berkeley Lab is committed to Inclusion, Diversity, Equity and Accountability (IDEA) and strives to continue building community with these shared values and commitments. Berkeley Lab is an Equal Opportunity and Affirmative Action Employer. We heartily welcome applications from women, minorities, veterans, and all who would contribute to the Lab’s mission of leading scientific discovery, inclusion, and professionalism. In support of our diverse global community, all qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status.
Know your rights, click here for the supplement: Equal Employment Opportunity is the Law and the Pay Transparency Nondiscrimination Provision under 41 CFR 60-1.4.
To apply for this job please visit lbl.referrals.selectminds.com.