Administrator (Hybrid)

Are you ready to play a crucial role in national security efforts while working within one of the nation's leading research institutions? Berkeley Lab's Office of National and Homeland Security (ONHS) is seeking a dynamic and organized Administrator to join our team.

The ONHS serves as the vital link between Berkeley Lab and key national security agencies, including the Department of Defense (DoD), Department of Homeland Security (DHS), the DOE’s National Nuclear Security Administration (NNSA), and the intelligence community. We operate in a fast-paced environment where tasks and interactions are constantly evolving. As an agile organization, we prioritize adaptability and innovation in all aspects of our work.

As the Administrator for ONHS, you will report directly to the Head of the office and play a pivotal role in supporting our mission. You will collaborate with program leaders and managers to facilitate security-related initiatives within the laboratory. This includes managing programmatic travel, hosting visitors from federal agencies and beyond, and handling organizational responsibilities for the office.

Responsibilities: 

As the Administrator for the Office of National and Homeland Security (ONHS), you will play a pivotal role in providing comprehensive support to multiple program managers within the office. Your responsibilities will include, but are not limited to:

• Travel Support:
  • Facilitating domestic and international travel arrangements for program managers and occasionally, visitors.
  • Handling reimbursement requests and other associated aspects of travel logistics.

• Meeting/Visit Coordination:
  • Planning and coordinating visits from external stakeholders.
  • Developing itineraries, arranging facility access, and coordinating parking.
  • Organizing local events, workshops, and reservations for meals.

• Calendar Management:
  • Managing calendars and meeting schedules for program managers.
  • Arranging complex multi-agency or institutional meetings.
  • Setting up virtual meetings and prioritizing engagements.

• Purchasing Assistance:
  • Ordering and receiving office materials and supplies.
  • Managing inventory and ensuring stock levels are adequate.
  • Coordinating requests with printing and creative services.
  • Purchasing food and beverages for visitors during workshops and events.

• ONHS-wide Notifications and Response:
• Curating information on program calls and visits.
• Sending ONHS notifications and responding to office emails.
• Providing answers to frequently asked questions from stakeholders.

• Facility and Ergonomics Requests:
• Submitting, coordinating, and assisting with facility-specific requests.
• Following up on requests regarding moves, construction, upgrades, etc.

• Other Support:
• Assisting with ONHS website updates and maintenance.
• Supporting clearance processing and transfer assistance.
• Facilitating proposal approvals on internal systems and navigating program interfaces.
• Developing knowledge of laboratory programs and policies.

Required Qualifications:

• A minimum of 3 years of relevant executive level administrative experience supporting members of a leadership team in a large complex research, scientific, academic, or operations environment.
• Demonstrated experience providing high-level administrative support including email correspondence, calendar management, scheduling, arranging and managing complex travel, expense reports, meeting planning and project coordination, tracking and data management, report generation, and procurement contract administration.
• Significant experience understanding, interpreting, applying, and practicing administrative policies and procedures related to travel, procurement, and event coordination.
• Excellent organizational skills, including experience handling competing priorities, meeting deadlines, assuming responsibility, taking initiative, and responding quickly to changing work priorities.
• Demonstrated written communication skills, including experience producing professional high-quality, error-free documents, reports, and presentations.
• Significant experience troubleshooting, using, and resolving technical issues with a variety of cloud-based software platforms and applications including MS Office Suite, Google Applications Suite, Adobe Acrobat, and Zoom video conferencing on a Mac or PC computer.
• Demonstrated oral and interpersonal skills, including experience interfacing with all levels of personnel both internal and external to an organization with a high degree of professionalism, discretion, and confidentiality.

Desired Qualifications:

• A Bachelor's Degree (or equivalent training/knowledge) in Business or a related field.
• Knowledge of Berkeley Lab, University of California (UC), and/or Department of Energy (DOE) policies, procedures, and practices.

Notes:

• For full consideration, please apply with a resume and cover letter by April 30, 2024.
• This is a full-time career appointment, exempt (monthly paid) from overtime pay.
• This position is expected to pay $70,056 to $87,576 annually, which fits within the full salary range of $70,056 to $118,236 annually for job code A40.2. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary for this position will be commensurate with the final candidate’s qualifications and experience (including skills, knowledge, relevant education, certifications), as well as aligned with the internal leadership peer group.
• This position is contingent on the successful completion of a background check.
• 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.
• This position is not eligible for visa sponsorship.

Learn About Us:

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 16 Nobel prizes. The University of California manages Berkeley Lab for the U.S. Department of Energy’s Office of Science.

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 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. 

Equal Opportunity and IDEA Information Links: Know your rights, click here for the supplement: "Equal Employment Opportunity is the Law" and the Pay Transparency Nondiscrimination Provision under 41 CFR 60-1.40.