📁
Administrative
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EH-Environ, Health, & Safety
📅
89466 Requisition #

Berkeley Lab has an opening for a part-time Contract Administrator to join the  Environment, Health, & Safety Division (EHS). This position primarily provides procurement support for 100+ subcontracts, ranging from equipment purchases to professional services, and secondarily provides space planning and event coordination for the Division. As a Contract Administrator, you will manage all aspects of purchases and complex subcontracts, including subcontractor purchase orders, vendor coordination, invoice validation, and reporting. In addition, you will work closely with EHS Subject Matter Experts (SMEs) and the Financial Resource Analyst, as well as with vendors and the Procurement Department to ensure contracts are administered accurately, timely, and within budget. This is a great opportunity to work with an experienced EHS team and build a rewarding career with a highly regarded research institution!



What You Will Do:

  • Administer the life cycle of a procurement portfolio consisting of 100 to 120 contracts, from inception (requisition submittal) through multiple modifications, and over multiple years.

  • Analyze funding amounts, term-end dates, and close-out requirements. Ensure that Purchase Orders are dispatched in a timely manner and alert stakeholders as needed.

  • Utilize institutional systems, including Berkeley Lab’s FMS (Financial Management System) and the Cognos reporting tool, to provide SMEs with periodic procurement reports and make recommendations. Create concise and logical reports reflecting the status of procurements and contract renewals, develop and analyze purchasing forecasts, and maintain files.

  • Apply sophisticated analysis and communications strategy to initiate and triage issues among contract requesters, managers, and Procurement Department.

  • Facilitate coordination of procurement activities between Procurement Department/buyers and EHS group leaders and SMEs. Proactively and collaboratively engage with managers, administrative, and technical staff and utilize available resources to ensure optimal efficiency and effectiveness of assigned tasks.

  • Build/Apply extensive knowledge and understanding of Laboratory policies and procedures and University of California (UC) and Department of Energy (DOE) regulations pertaining to procurement activities, including burdening of procurement, optimizing procurement vehicles.

  • Validate and certify monthly contractor and/or service invoices against budget and resolve any discrepancies with the Resource Analyst and coordinate if resource adjustments are needed.

  • Provide space coordination support, including new hire onboarding, office and furniture moves, space metrics validation reporting.

  • Provide event coordination support, including summer and holiday gatherings, strategic planning meetings, all-hands division meetings.


What is Required:

  • A minimum of 4 years of experience in coordinating procurement activities (subcontract and purchase order) activities within a medium-sized division or department, or an equivalent combination of experience and education.

  • Excellent analytical and financial acumen. Basic accounting skills.

  • Demonstrated computer skills, including intermediate to advanced knowledge in Microsoft Excel (including Pivot Tables and VLookUp functions), email, and electronic procurement system(s).

  • Strong attention to detail with ability to create accurate reports reflecting contract status. 

  • Strong verbal and written communication skills to interact effectively and diplomatically with Procurement Department’s buyers, EHS Division group leaders, and SMEs.

  • Excellent customer service with demonstrated ability to work in a complex organizational structure.

  • Organizational skills sufficient to independently determine priorities and ensure completion of actions in a timely fashion in a sometimes dynamic environment.


Desired Qualifications:

  • Bachelor’s Degree in accounting, business or related discipline.

  • Familiarity with Berkeley Lab policies, standards, practices, and systems (Financial Management System, Cognos).

The posting shall remain open until the position is filled, however for full consideration, please apply by close of business on 2/21/20.


Notes:

  • This is a part-time, exempt from overtime pay (monthly paid), career appointment. This position can be hired at 20 to 30 hours per week and is eligible for benefits.

  • This work will be performed Monday - Friday at our main site located at Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA.

  • 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.


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 13 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.


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." Lawrence Berkeley National Laboratory encourages applications from women, minorities, veterans, and other underrepresented groups presently considering scientific research careers.


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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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The Lawrence Berkeley National Laboratory provides accommodation to otherwise qualified internal and external applicants who are disabled or become disabled and need assistance with the application process. Internal and external applicants that need such assistance may contact the Lawrence Berkeley National Laboratory to request accommodation by telephone at 510-486-7635, by email to eeoaa@lbl.gov or by U.S. mail at EEO/AA Office, One Cyclotron Road, MS90R-2121, Berkeley, CA 94720. These methods of contact have been put in place ONLY to be used by those internal and external applicants requesting accommodation.