NAWI Senior Administrative Business Partner
The Earth & Environmental Sciences Area at Lawrence Berkeley National Laboratory has an exciting opportunity for a Sr. Administrator to become an integral team member of the newly awarded National Alliance for Water Innovation (NAWI) – An Energy Innovation Hub led by Berkeley Lab, along with three other U.S. Department of Energy national laboratories, to address water security issues in the United States.
Reporting to the NAWI Finance and Compliance Manager, the NAWI Senior Administrative Business Partner must possess a broad range of advanced administration and technical experience; project positive energy, is highly talented, innovative, and is a demonstrated flexible team player. Supporting the NAWI Program, its Executive Director, Finance and Compliance Manager, and other senior members of the team, the incumbent candidate must bring deep expertise demonstrating the capacity to effectively support large team-based science efforts and a myriad of special projects using a variety of administration and communication tools. Impeccable communications and interpersonal skills; strong organizational capabilities; and a proactive stance toward recommending solutions of a complex nature are also critical factors for success.
The incumbent serves as the key administrative lead that coordinates and provides a comprehensive range of specialized administrative support. Incumbent’s work has a high level of consequence and impact on the image and operations of the NAWI and therefore must exercise judgment and initiative of the various tasks and projects of the office, as well as Berkeley Lab policies, procedures, and protocol. Incumbent will independently triage, plan and manage administrative activities and services for the Executive Director, and Finance and Compliance Manager. Incumbent represents the Executive Director in a broad range of communication and coordination activities involving laboratory management, DOE, other federal agencies, national laboratories, universities, and private research institutions, and provides administrative support for NAWI program development activities for a select group of PIs. Projects are often sensitive, confidential, and time critical. Provides continual analysis of emerging work demands in areas of assigned responsibility and develops systems and solutions as necessary.
GENERAL SR. EXECUTIVE ADMINISTRATOR DUTIES:
Serve as the key administrative advisor to the Executive Director, independently respond and triage a broad range of complex and sensitive emails; develop and recommend solutions to complex problems; determine appropriate course of action and delegate and execute accordingly.
Communications: As the senior administrative face and voice for NAWI, exercise tact, discretion and diplomacy to ensure concise and effective communications and understanding with a diverse staff at all levels; manage internal/external inquiries and requests regarding information of a complex nature. On behalf of the Executive Director, interact with internal and external personnel on significant issues requiring coordination across organizational lines, including LBNL management, collaborating institutions, DOE, and industry.
Apply advanced techniques, concepts and methods, initiate and independently take the lead in managing the Executive Director’s management activities and highly complex and frequently shifting calendar, including oversight and tracking of key tasks and priorities, taking care to ensure the Executive Director is abreast of ongoing activities, email requests and commitments, and sufficient work blocks are incorporated into his schedule to meet encroaching priorities as well as research. Anticipate and resolve logistical issues that may arise given the Executive Director’s extremely busy schedule and rapidly changing priorities; develop and maintain a core calendar that balances meeting requests and Executive Director’s needs for research and processing; provide necessary information for meetings and events; assist the Executive Director in preparing materials for meetings on a daily basis. Follow up on a wide range of diverse, high-level issues, assisting in the delegation and/or completion of critical actions in a comprehensive and timely manner.
Manage, arrange, and coordinate from inception to close-out the Executive Director’s complex domestic/international travel which may include multi-purpose/multi-facet itineraries.
As the administrative work lead for the NAWI Program office, oversee the administrative activities to ensure provision of timely and effective administrative service in all areas, including webinars, meetings, workshops, conference booths, personnel activities, and other NAWI office activities.
Work closely with Executive Director, NAWI executive team, and HR Center staff to help plan and coordinate the recruitment of new positions into the Program.
Oversee the full range of event coordination and management, which may include travel. Develop and track schedules and oversee a variety of deliverables; such as scientific presentations, posters, and media materials.
Oversee development and maintenance of Executive Director’s personal website. Ensure that website is up-to-date, communicates accomplishments, new products, results, and activities, and links are functional.
Serve as backup to the NAWI Finance and Compliance Manager as needed. Maintain a current understanding of the activities and issues for NAWI and exercise leadership as needed.
SPECIAL ASSIGNMENTS AND PROJECTS:
Support a myriad of special requests and projects as needed, e.g.:
Assist the Finance and Compliance Manager to support a wide array of post-award activities, such as submission and tracking of requisitions for subcontracts and service contracts, coordination and development of web page content, submission of technical and scientific abstracts, reviews, progress reports, budget justification, and other documentation requiring adherence to agency guidelines and deadlines. Ensure that data supporting these activities is accurate.
Lead activities to ensure research program accomplishments are publicized within available resources and in coordination with appropriate channels such as the Area Communications Manager and other appropriate entities; coordinate the development and maintenance of project websites as requested.
Additional Responsibilities as needed:
Travel to various venues for meetings, conferences, and booth coordination/management, which may include international travel
What is Required:
BA/BS degree with a minimum of 4-6 years of related experience or an equivalent combination of education and experience.
Basic skills and professional concepts of the operational functions including project planning, budgeting, scheduling, and information tracking
Substantial advanced level experience providing administrative and project administration support to senior management
Excellent organizational skills
Moderate experience organizing and developing technical scientific reports.
Ability to work productively under pressure and tight deadlines.
Demonstrated experience with social media and communication management tools.
Sensitivity to diversity issues in a project environment.
Experience handling sensitive and confidential information with discretion.
Ability to work in a deadline oriented, fast paced environment while independently and effectively establishing and changing workload priorities in a shifting work environment using initiative, sound judgment, and understanding of the tasks.
Ability to work effectively independently as well as collaborate effectively with others in teams to accomplish division tasks, initiatives, and projects.
Excellent composition and language skills with the ability to compose complex and/or sensitive business correspondence; edit material that may include technical language; proofread own and other’s work; and submit high quality final documents.
Exceptional interpersonal skills and ability to communicate effectively with staff at all levels of the organization.
Advanced proficiencies using the full range of Google Suite applications and Microsoft Office Suite (Word, Excel, and PowerPoint).
Valid driver's license to occasionally drive people to meetings
Additional Desired Qualifications:
Experience working in a scientific, technology, or research environment
Familiarity with social media and collaboration tools (e.g. Confluence, JIRA, Slack, Zoom, Twitter, etc.)
Demonstrated ability to assess advisability for early adoption of new technology tools as they are introduced.
An understanding of Earth and Environmental Sciences terms and vocabulary.
Solid understanding of LBNL, DOE, and UC policies, procedures, and protocol.
Ability to work overtime as needed.
The posting shall remain open until the position is filled.
Notes:
This is a full-time career appointment.
Full-time, M-F, exempt (monthly paid) from overtime pay.
Salary is commensurate with experience.
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. 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."