Division Administrator (Data Science)

📁
Administrative
💼
DD-Data Science
📅
95481 Requisition #

Lawrence Berkeley National Lab’s (LBNL) Data Science Division has an opening for a Division Administrator  to join the team.

 

The Computing Sciences Area fulfills a critical role at the Laboratory by overseeing four scientific divisions conducting premier scientific computing research as well as managing high profile facilities like the National Energy Research Scientific Computing Center and Energy Sciences Network. 

 

The Scientific Data Division in the Computing Sciences Area fulfills its role at the Laboratory by overseeing 7 scientific groups conducting premier scientific computing research. 

 

In this exciting role, you will provide moderate to complex administrative support to the Scientific Data Division and its Director using strong analytical skills, discretion, and a high level of professional judgment. You will work without specific instruction or prescribed procedures and require a level of adaptability, communication and organization to anticipate, triage and prioritize work. This is an excellent career opportunity for a seasoned administrator to work with leading scientific and administrative professionals in a fast-paced, and intellectually challenging environment.

 

What You Will Do:

  • Oversee the management of the Division Director’s complex and rapidly changing calendar.  Working with the Director to manage their day-to-day activities, using a high degree of confidentiality, discretion, diplomacy, and organization.
  • Manage all travel arrangements for the Division Director and others by preparing and managing complex domestic and international travel arrangements, detailed itineraries, changes to travel arrangements, and assist with obtaining foreign visas.  
  • Serve as a point of contact, as appropriate on behalf of the Division Director and Deputy Director, manage outside inquiries and requests regarding information; track impending deadlines and keep the Scientific Data Division Leadership Team aware of ongoing activities and deadlines.
  • Prepare, compile, and coordinate agendas, emails, letters, presentations, bios, and other associated materials in advance of critical meetings.  Use judgment to determine what documents and information will be needed, which attendees are required or optional, and articulate critical information to appropriate parties in advance of the meeting. 
  • Understand Senior Staff Members’ operational needs, priorities, and responsibilities and use independent judgment to help support the Division and Area office activities. 
  • Develop procedures, resources, and recommendations for moderately difficult to complex tasks to meet the administrative needs of the Division Director and Principal Investigators (PIs), and suggest improvements to the Computing Sciences Deputy.
  • Develop and maintain computerized information systems, including Division and Area websites, to present and track information and generate reports as required.
  • Build a communication network including administrative staff from other divisions and Area staff to facilitate collaboration and cooperation across divisions.
  • Exercise leadership and effective communications skills when interacting with all levels within LBNL, Department of Energy (DOE), the University of California, and other high-profile organizations.

 

Additional Responsibilities as needed:

  • Plan, develop, and coordinate logistical aspects of complex meetings, strategic programmatic initiatives, workshops, and conferences, oversee all aspects of on-site and off-site meetings including budget development and/tracking, audio/visual arrangements, travel, note taking, and food service arrangements.
  • Plan and execute most or all logistical aspects of the Division recruitment efforts, search committee meetings, and reviews.
  • Responsible for various special projects requiring independent research and analysis including the preparation of presentation materials.
  • Serve as administrative backup for the Division Administrative Assistant and the Area office administrative staff.
  • Maintain currency on DOE and Laboratory conference service policies.  
  • Interact with individuals at all levels, from on-site staff to visiting researchers to public officials.

 

What is Required:

  • BA/BS degree and a minimum of three years of related significant experience or an equivalent combination of education and experience.
  • Substantial experience providing administrative support to senior management.
  • Demonstrated experience developing and recommending solutions to a variety of problems of moderate scope and complexity to formulate basic recommendations.
  • Advanced capability with Microsoft Office Suite, Zoom, Google Applications, and familiarity with other common web-based tools.
  • Ability to adapt to changing priorities. Work independently with frequent changes in workload, setting priorities. Demonstrating an ability to take initiative, assume responsibility and remain flexible in a fast-paced environment with competing priorities.
  • Excellent customer-focused administrative support, including interacting diplomatically and professionally with internal and external customers.
  • Ability to anticipate and identify service needs and independently develop solutions.  
  • Exceptional interpersonal and communication skills including verbal and written communications, professional demeanor; ability to function effectively as a team member and collaborate as needed with other administrative staff.
  • Advanced level computer skills, knowledge of software applications such as Microsoft Office Suite, Smartsheet, Google Applications, extensive experience scheduling meetings and appointments.
  • Ability to act as a point of contact and communicate on behalf of the Division Director, interacting effectively.
  • Ability to appropriately follow, analyze and interpret policies and procedures.

 

Desired Qualifications:

  • Knowledge and experience providing executive-level support in a research, academic or similar environment.
  • Experience arranging and rearranging complex foreign and domestic travel, including approvals and expense reports.
  • Demonstrated ability to use creativity and problem-solving skills to meet support needs.
  • Experience editing and formatting written communications and presentation materials.
  • Knowledge of and ability to appropriately follow, analyze, and interpret policies and procedures of particular governing institutions.
  • Knowledge of LBNL, DOE, and UC policies and procedures.
  • Knowledge of LBNL financial and HR systems; know available resources and how to retrieve data from systems.

 

Want to learn more about Berkeley Lab's Culture, Benefits and answers to FAQs? Please visit: https://recruiting.lbl.gov/

 

Notes:

  • This is a full-time, career appointment, 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.
  • This is a hybrid work location position requiring presence on-site regularly, as business needs change may become full time on site.

 

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.

 

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 60-1.4.  

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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 60-1.4.

 

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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.