Administrator

Berkeley Lab’s Advanced Light Source Division has an opening for a User Services Administrator. 

The Advanced Light Source (ALS) is a U.S. Department of Energy 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. This position will assist and support the “user” researchers who come to do scientific research at the ALS.

The core values of the 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:

User Support

• Gain an understanding of the User Office key processes and procedures and develop/update desktop procedures as appropriate.
• Manage the ALS User Office email inbox, analyze requests that may be routine, non-routine and moderately complex, determine appropriate actions, and assist in accordance with DOE, University of California, and Berkeley Lab policies.
• Process ALS user registrations and extensions, verifying data for completeness. Ensure consistent and accurate entry of user data in the ALS user database.  Communicate with ALS beamline scientists when required to verify user information.
• Manage User Office interactions with the Human Resources and Site Security departments to facilitate processing.

Office Operations

• Support processing of 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. Manage complete and accurate user agreement data in the 4D and eSRA databases. 
• Manage information and ensure accurate data collection. Run monthly reports from various databases, analyze the data, and make corrections to the User Office 4D database.
• Support the Group Leader in creating the Department of Energy (DOE) Basic Energy Sciences yearly report.
• 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 a supervisor to identify and apply changes to ALS User Services SOPs.
• Run ad hoc reports and queries as needed.
• Oversee and act as the point of contact for logistics for bimonthly meetings of the ALS Users’ Executive Committee meetings. Update UEC Google web pages promptly and accurately.

Administration

• Effectively and diplomatically communicate with all levels of management and scientific staff at LBNL and external institutions.
• Plan, develop, coordinate, and oversee all logistical aspects of complex meetings, such as the ALS User Meeting and other workshops and conferences, including budget development/tracking, event registration, website creation/content management, audio/visual arrangements, event approvals, lodging blocks, travel, publicity, production of meeting materials, and food service arrangements. Collaborate with employees throughout the process to ensure the success of each event. Ensure that commitments made are in compliance with DOE, University of California, and Berkeley Lab policies.
• Participate in various special projects that might require independent research and analysis.
• Respond to emails and requests in the ALS Administrative email inbox as assigned. 
• In accordance with Lab policy, provide a full range of complex travel support functions, including estimating costs, reporting conference attendance for DOE/LBNL approval, researching and booking itineraries, creating travel authorizations, preparing detailed travel itineraries, and submitting expense reports. 
• Perform other administrative duties and special projects assigned by the User Services Sr. Administrative Supervisor or User Services Group Leader.
• Provide back-up support for other User Office and ALS Administrative staff.
• Oversee and maintain the processing of ALS Spot Award requests, including monitoring the Smartsheet database, communication with requesters, and following the written guidelines.
• Oversee and maintain processing Affiliate requests, including analyzing requests to ensure compliance with Affiliate Office policies, ensuring accuracy in meeting criteria, communicating with requesters, and managing the Smartsheet database.

What is Required:

• BA/BS degree and/or minimum of 4 years of 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.
• Under general supervision, be able to establish priorities and manage multiple projects through to completion in the face of constantly changing priorities.
• Ability to maintain and promote a high degree of professionalism, discretion, and ethics in a hybrid or remote environment.
• Excellent time-management and task-management skills. Attention to detail, accuracy, and reliable follow-through.
• Excellent customer service skills. Ability to proactively anticipate customer needs.
• Demonstrated experience and flexibility as a team player, either as a team lead or a team member.
• Strong interpersonal skills, with the ability to interact productively with a broad range of personnel both internal and external to the lab. Ability to establish and maintain cooperative working relationships across multi-functional groups.
• Demonstrated ability in creative problem solving, suggesting new ways of providing excellent internal and external customer service.
• Ability to develop, organize, and prepare error-free materials and reports. 
• Demonstrated computer knowledge and ability to learn new technologies/software. Moderate to advanced knowledge of Microsoft Office Suite (Excel, Word, PowerPoint), Adobe Acrobat, Visio, Smartsheet, and Google collaborative tools such as Google Mail, Google Calendar, Google Docs, Google Sites, Google Drive.
• Familiarity with cloud and web-based audio/video collaboration tools such as Zoom.
• Excellent written and verbal communications skills. Good listening skills.
• Strong customer service skills, problem solving capabilities, takes initiative, fast learner, and experience with policy interpretation and compliance.

What is Preferred:

• Experience and/or knowledge of working in academic or research institutions.
• Demonstrated experience in successfully managing logistical arrangements for reviews, workshops, conferences, and other events.
• Knowledge of DOE, LBNL, and UC policies and procedures and administrative and business practices and procedures.
• Excellent project management skills.
• Demonstrated experience and discretion when interacting with a variety of individuals and organizations, including Lab Management, DOE, and subcontractors.
• Demonstrated experience working with scientific and technical staff, and with working with people with diverse cultural backgrounds.

The posting shall remain open until the position is filled. For full consideration, please apply by close of business on December 10, 2021 and provide a current resume and a single-page cover letter.

Notes:

• This is a full-time, career appointment, exempt (monthly paid) from overtime pay.
• 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 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.

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 of Full Vaccination 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.