Senior Administrator - Office of Chief Operating Officer

📁
Administrative
💼
OP-Operations
📅
94133 Requisition #

Lawrence Berkeley National Laboratory has an opening for a Senior Administrator to join the Operations Area Directorate team. In this role, you will provide a comprehensive range of specialized executive-level management support to the Deputy Chief Operating Officer (COO), and as needed to the Laboratory Infrastructure Planning Officer and Laboratory Transition Director. This position is responsible for a broad range of communication and coordination activities involving Laboratory management, including independently managing and/or deploying the appropriate resources needed to ensure the accurate and timely preparation of necessary meeting materials, along with creating, editing, and reviewing correspondence and presentations. The successful candidate will work as a team member in the Office of the COO to achieve the goals and objectives of the Office while maintaining the trust of Laboratory management to handle confidential and sensitive information appropriately. This position is highly visible, regularly handles sensitive, confidential, and time-critical projects making discretion and diplomacy essential. 

 

What You Will Do:

  • Expediently and effectively provide oversight for the coordination of complex and specialized administrative activities and information.
  • Proactively manage and track the Deputy COO’s daily activities and calendar to ensure they stay on track for the day. Monitor action items and ensure completion. Proactively provide necessary information and materials needed in preparation for meetings and events, and obtain information and follow-up actions needed after events.
  • Exercise leadership and effective communications skills when interacting with all levels within Berkeley Lab, outside organizations (e.g., Department of Energy, University of California, and other high-profile organizations), management, and operations, and scientific staff within Berkeley Lab.
  • Provide backup support to cover the Senior Administrator to the COO as needed.
  • Create and compile high-quality briefing materials, meeting agendas, and talking points, to prepare the Deputy COO to manage their activities in an organized manner.
  • Staff meetings for the Deputy COO to take and distribute detailed notes and action items as needed.
  • Consult with the Deputy COO and Operations Leadership Team as necessary to generate material well in advance of meetings, and ensure the Deputy COO receives a complete set of briefing materials in advance of each business day.
  • Maintain a calm and composed demeanor, exercising sound professional judgment and absolute discretion to effectively address sensitive issues that come before the Operations Area Directorate.
  • Support Operations Area-wide meetings, including all aspects of planning and executing meetings.
  • Participate in data gathering for special projects, including the preparation of presentation materials.
  • Work effectively with the Laboratory Infrastructure Planning officer to support Annual Lab Plan production. 
  • Collaborate with the Business Manager and other staff members in continuously improving workflow and management of the Office of the COO and with the offices of other senior leaders.

 

What is Required:

  • Bachelor’s degree and at least 6 years of related and significant experience in support of an executive office, or an equivalent combination of education and experience.
  • Substantial experience independently handling the full spectrum of complex calendar management for senior leaders in a fast-paced environment.
  • Demonstrated ability to work independently on multiple complex assignments, establish priorities with minimal direction, develop own work methods and procedures, use initiative, discretion, and judgment, and make decisions within the scope of work.
  • Demonstrated high-caliber customer service skills, including the ability to be professional, articulate, and concise as well as to work diplomatically with a broad range of individuals on the telephone, via email, and in-person (internal and external to the organization); able to establish and maintain cooperative and collaborative working relationships with a variety of people at all levels of the organization.
  • Editing skills sufficient to edit a variety of documents for grammar, syntax, style, and clarity. Proofread and correct your own work and submit high-quality final documents.
  • Ability to appropriately follow, analyze, and interpret policies and procedures of governing institutions (e.g., Department of Energy, UC Berkeley, Berkeley Lab) with respect to procurement, equipment inventory, travel, space, and others as needed.
  • Highly developed sense of confidentiality and discretion.
  • Demonstrate resourcefulness, proactive orientation to projects, and consistent follow-through to timely completion. Anticipate and plan for contingencies and be able to handle unexpected situations.
  • Advanced level computer skills and full knowledge of computer systems and software applications, such as Microsoft Word, PowerPoint, Excel, and Google Calendar and Email.

 

Notes:

  • For full consideration, please submit your application by November 15, 2021.
  • 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 position will be remote initially but limited to individuals residing in the United States tentatively until 2022 due to COVID-19. Once the Bay Area shelter-in-place restrictions are lifted, work will be partially performed at Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA.

 

Based on University of California Policy - SARS-CoV-2 (COVID-19) Vaccination Program, Berkeley Lab strongly recommends that all members of our community obtain the COVID-19 vaccine as soon as they are eligible. As a condition of Physical Presence at a Berkeley Lab Location, 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.

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.