Senior Supervisor, Administrative Services

Website advlightsource Advanced Light Source (ALS)

Discover your future at Berkeley Lab!

Berkeley Lab’s Advanced Light Source (ALS) is seeking a Senior Supervisor of Administrative Services. This position is responsible for managing and coordinating a full range of complex administrative, operational, project management and business services to the ALS Division Director and Division Leadership Team, while supervising and leading work activities for administrative staff to ensure full coverage of business operations. This position will have the authority to solve problems of unique complexity and assess, develop and implement innovative administrative processes and procedures to achieve long and short-term goals. This position will have extensive interactions with management, colleagues and stakeholders across the ALS, as well as with key stakeholders in the Energy Sciences Area and more broadly across the Laboratory. This position will also have extensive interactions with external DOE stakeholders and partners, as well as with members of several review/advisory committees. Assignments generally involve work of a sensitive nature and require knowledge of the practices and procedures of the ALS Division, as well as LBNL and DOE policies and regulations.

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. 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 principal administrative advisor to ALS Division Management Team on significant matters, including strategic planning, effective messaging, identifying and bringing forward potential issues and sharing insightful, adequate, and timely solutions towards process and/or structural administrative and business services in order to accomplish program objectives. As a supervisor and mentor of an administrative team, continuously identify employee development opportunities, provide work scope guidance and allocate tasks and responsibilities accordingly.
  • Collaborate and engage appropriate leadership to anticipate and identify resource gaps, develop strategic plans, processes and procedures to meet administrative needs with optimal efficiency and effectiveness.
  • Oversee the administrative operations support of the ALS Division Office, the Photon Science Group, Accelerator Operations, Facilities, Project Management and EH&S Groups ensuring adequate support staffing and integration of administrative processes and procedures.
  • Lead coordination of an extensive range of high-visibility events, including DOE reviews, advisory committee meetings, major international conferences, workshops, and high-level visits.
  • Oversee administrative process for the quarterly ALS Collaborative Postdoctoral Fellowship Program and annual ALS Doctoral Fellowship-in-Residence Program. Working with the Photon Science Administrators and the relevant Management stakeholders, coordinate every stage of the process, from applications/call-for-proposals, through to selection and onboarding of successful fellows.
  • Work collaboratively with matrixed OCFO Finance Team and the ALS Sr. Business Manager to facilitate the annual ALS Field Work Proposal development and submission process.
  • Oversee administrative process for coordinating internal review process for ALS LDRD proposals, from call-for-proposals stage through to presentation and final selection by the division Science Council.
  • Oversee the Division’s conference reporting and approvals process to ensure compliance with DOE’s established requirements and guidelines for Laboratory participation in events.

What is Required:

  • BA/BS desired and 3-6 years of administrative management, and supervision or combination thereof.
  • Demonstrated ability to develop and maintain effective relationships with all constituents including senior internal and external stakeholders and customers. Ability to anticipate and identify organizational needs, troubleshoot issues, and achieve high customer satisfaction. Demonstrated experience handling sensitive matters with judgment, diplomacy and confidentiality.
  • Demonstrated initiative and ability to plan, anticipate and identify needs, assess and resolve complex problems, develop and coordinate plans to accomplish objectives and improve the effectiveness and efficiency of administrative services across the division.
  • Demonstrated experience in planning, providing and coordinating a spectrum of administrative support services for a large department or organization, or a combination of relevant experience.
  • Knowledge of policies, procedures and practices in administrative service areas of responsibility such as general administrative support, travel, on-boarding of new staff, processing of affiliates and non-employee payments, conference planning, procurement, property management, and timekeeping.
  • Proven excellent organization and multi-tasking skills, and ability to work in a fast-paced environment to independently establish priorities, perform multiple projects simultaneously with short deadlines and frequent interruptions, and complete assignments in a timely manner.
  • Advanced verbal and written communication skills to clearly and effectively communicate with divisional leaders, managers, staff, administrative team and customers.
  • Advanced level of hands-on knowledge and experience with MS Office Software Suite (PowerPoint, Excel, Word, MS Project, etc.), Adobe Acrobat, Visio, and Google collaborative tools such as Google Mail, Google Calendar, Google Docs, Google Sites, Google Drive, Smartsheet
  • Strong aptitude toward leveraging technology-based utility tools to perform administrative functions and working with institutional systems and databases.
  • Familiarity with cloud and web-based audio/video collaboration tools
  • Ability to develop and/or deliver administrative services training materials and tools.

Additional Desired Qualifications:

  • Experience with supervising and performance management life cycle.
  • Experience developing and/or delivering administrative services training materials and tools.
  • Knowledge of DOE and Laboratory policies, procedures and practice.
  • Knowledge of Contract 31, applicable DOE, federal, and state regulations, Cost Accounting Standards and Generally Accepted Accounting Principles.

The posting shall remain open until the position is filled, however for full consideration, please apply by close of business on June 26, 2019.

Notes:

  • 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 using interdisciplinary teams and by creating advanced new tools for scientific discovery. 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.”

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