📁
Administrative
💼
AL-Advanced Light Source
📅
89383 Requisition #

Discover your future at Berkeley Lab!

 

Berkeley Lab 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 using interdisciplinary teams and by creating advanced new tools for scientific discovery. 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.

 

Berkeley Lab’s Advanced Light Source (ALS) is seeking a Senior Administrator. The ALS is a dynamic national scientific user facility that provides thousands of scientists from around the world access to bright beams of x-rays, infrared, and extreme ultraviolet light for scientific studies and technology development in disciplines spanning physical, chemical, materials, biological, energy, and Earth sciences. The ALS has been a global leader in soft x-ray science for more than two decades and is currently undertaking a new project (ALS-U) that will endow the facility with state-of-the-art x-ray capabilities. It's an exciting time to join our growing team!

 

The core values of the Advanced Light Source (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.

 

Under the limited direction of the ALS User Services Group Leader, the incumbent serves as the User Processing Lead and administrative support for the User Office at the ALS. The User Office Sr. Administrator is responsible for initiating, recommending, interpreting and implementing LBNL/UC/DOE administrative policies, procedures, and practices related to researcher access to the ALS facility.  Oversees a wide variety of processes associated with security and administrative requirements to over 2000 users, to include; user/affiliate site access, institutional user agreements, user/affiliate generic training and appropriate interaction with ALS safety processes. Additionally the incumbent is responsible for coordination of the annual ALS User Meeting, and other meetings and events. The incumbent will liaise with LBNL protective services to plan, implement and oversee all matters related to foreign citizen users.  Will serve on interdivisional Lab teams to further these objectives.  

 

What You Will Do:

  • Supervise user/affiliate processing staff ensuring staff fully meet the business goals of the user office and maintain excellent customer service.
  • Responsible for planning, hiring, assigning and assessing work, performance, career development and skills training, and disciplinary action as needed.
  • Use extensive knowledge of ALS/LBNL/UC/DOE  concepts, methods, compliance issues in management of function and to plan, train and organize the User Office personnel to meet  Lab policies, systems and practices related to a wide variety of tasks including the HR affiliate hiring software, Foreign Visits and Assignments, user agreement processes, travel systems, event management and videoconferencing.
  • Provide advanced expertise to advise staff on complex issues and serve as occasional emergency backup for critical front line user office activities.
  • Ensure adherence and consistency to meeting affirmative action, equal opportunity and diversity efforts, goals and guidelines in the hiring, assigning, training, and promoting of individuals.
  • Participates in the efforts to diversify personnel and provide for a work environment that is inclusive.
  • Effectively communicate diversity information to employees.[MOU1] 
  • Contribute toward a workplace environment that is respectful to and supportive of all employees.    Activities should result in a smooth functioning unit, within the guidelines of the RPM, or appropriate contract
  • Complete and maintain required trainings for supervisors (EHS, Finance System, Sexual Harassment, etc).
  • Ensuring that your staff actively incorporates safety into their work
  • Taking preventive actions to minimize injuries and illnesses, property damage and adverse environmental impact
  • Thoroughly investigate all accidents

   

Business Services Management:

  • Serve as the business host for ALS users. Oversee process and function as expertise resource for affiliate processing and site access for ALS user, ALS affiliates, contractors, and visitors. Develop systems and methods to ensure user office adherence to all training and security requirements and ALS/LBNL/UC/DOE access policies and procedures.
  • Utilize excellent communications skills to develop effective working rapport with LBNL Protective Services to proactively oversee foreign citizen site access and to develop appropriate solutions for complex user access issues.  Provide guidance to staff and users by applying initiative and judgment in resolving issues where the impact of error risk is high.
  • Serve as process owner and oversee the non-proprietary user agreements process. Includes knowledge of, and adherence to, DOE and LBNL policies and requirements and building effective working relations with the Lab contracts office to develop efficient and effective procedures for user office staff.
  • Utilize excellent technical skills and apply knowledge of the ALS mission to work with the Group Leader to ensure the user office is effectively managed and operating programmatically. Develop and recommend solutions to complex problems. Proactively contribute as a member of the working group overseeing user office portal, technical systems related to user processes and database improvements and maintenance.
  • Manage information and ensure accurate data collection. Compile statistical reports requested by Group Leader, ALS management, LBNL management and DOE. Includes setting up processes to monitor stored user data, and generating, designing, and interpreting reports on ALS user activities.
  • Perform other User Office and Divisional duties as required.

 

Event Management:

  • Participate in the development and implementation of Lab Travel and Conference Services policies, systems, and practices as they relate to the User Office business operations.  Represent the ALS User Office on significant matters regarding policy, capability and long-range goals.
  • Liaise effectively with Lab conference services to manage and coordinate the annual ALS User Meeting, attracting 400+ participants. Includes event approval, registration and web site design, budget oversight, workshop logistics, technical systems oversight, exhibitor attendance and reporting.
  • Oversee and act as point of contact for logistics for bimonthly meetings of the ALS User Executive Committee meetings. Timely and accurate updating of UEC google web pages.
  • Oversee travel requirements and procedures related to all user office meetings and activities.
  • Manage additional meetings, reviews and events, as required.
  • Must be able to work occasional overtime as require.

 

What is Required: 

  • BA/BS desired and to 3-6 years of administrative management, and supervision or combination thereof.
  • Substantial experience providing a broad range of administrative services, preferably in a research environment. 
  • 3+ yrs of supervisory experience, including participation in the hiring processes’ and performance management.
  • Extensive experience in delivery of business services and project planning. 
  • Extensive experience developing, implementing and training other staff in systems and procedures.
  • Demonstrated excellent proactive skills in applying initiative, judgment and analytical skills to a wide range of problem-solving challenges.
  • Extensive experience working with computer systems, use of databases and data analysis.
  • Advanced level use of spreadsheets to compile and track data and to produce graphics, charts, and presentation materials. Able to apply detail-oriented focus and scrutiny to ensure accurate and consistent output.
  • Extensive and comprehensive experience in understanding, interpreting and applying organizational policies and procedures.  
  • Demonstrated organizational skills applied to managing and tracking projects. Must be able to independently establish priorities and ensure completion of a wide range of projects in a timely manner.
  • Demonstrated extensive ability writing communications and administrative documents, reports and procedures that are concise, logical, and grammatically correct.
  • Strong meeting planning experience ranging from large conferences to committee meetings.
  • Experience interacting diplomatically with scientific, technical, management, and administrative staff, both internal and external to the organization; ability to establish and maintain cooperative working relationships with a variety of persons. Must be able to function well in a team environment.
  • Advanced skill proficiency and effectiveness with personal computers and relevant software, including Microsoft Office, e-mail, electronic calendars and videoconferencing.

 

Additional Desired Qualifications:

  • Familiarity with technology underlying relational databases and advanced search/query tools.
  • Familiarity with ALS and beamline operations.
  • Familiarity with LBNL organizational policies.

 

The posting shall remain open until the position is filled, however for full consideration, please apply by close of business on February 27, 2020.

 

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 primarily be 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."


Previous Job Searches

My Profile

Create and manage profiles for future opportunities.

Go to Profile

My Submissions

Track your opportunities.

My Submissions

Similar Listings

AA-Accelerator Tech-Applied Phys

Bay Area, California, United States

📁 Administrative

Requisition #: 89625

CF-Office of Chief Financial Off

Bay Area, California, United States

📁 Administrative

Requisition #: 89683

LD-Laboratory Directorate

Bay Area, California, United States

📁 Administrative

Requisition #: 88638

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."

 

Privacy & Security Notice | LBNL is an E-verify Employer | Contact Us


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.