Sr Administrator

Lawrence Berkeley National Lab’s (LBNL) Energy Storage & Distributed Resources Division (ESDRD) has an opening for a Sr Administrator to join the team.

In this exciting role, you will provide high-level professional service to the Division Director and Deputy Division Director. Under limited direction, you will provide a high-level of independent judgment, initiative, and discretion and uses initiative and creativity to address complex issues and problems and to identify solutions that meet Division management needs. You will organize the logistics of the Division Director and Deputy Division Director’s complex schedules, including managing extensive contacts inside and outside the Lab. You will also coordinate travel schedules and arrangements. You will apply professional standards and Berkeley Lab policies to meet key programmatic and administrative needs of the Division Director and Deputy Division Director.

What You Will Do:

• Serve as main point of contact for ESDR Division Director and Deputy Division Director: Manage Division Director and Deputy Division Director‘s calendars and emails, interface with both internal and external parties on their behalf providing strategic support and insights to enhance communications. Provide dedicated administrative support to assist the Division Director and Deputy Division Director in meeting responsibilities in an organized fashion.
• Provide strong guidance and oversight in administrative areas of calendaring and resource scheduling, using Google apps to develop tools (calendars, sites, etc.) for Division use; enhancing management of email lists, division electronic announcements, and staff information databases.
• Assist Division Management with onsite staff logistics as required, when necessary performing weekly and monthly audits to create requested reports for Division Management. Work with Division Sr. Administrator and Division Program Manager in evaluating processes and recommending solutions to complex problems. Streamline or troubleshoot issues as they arise.
• Plan, organize and coordinate all administrative support services covering time reporting, hiring, travel, publications, procurement, scientific equipment property matters, and other administrative functions as they pertain to the Division Director and Deputy Division Director's research group needs.
• Work closely with the ETA Safety Coordinator to manage WPC controls for administrative activities. Troubleshoot any WPC issues and act as liaison to EH&S to ensure that ESDR staff complete outstanding training and WPC activities.
• Administer on-site contractor process for ESDR, staying apprised of current Lab policy for business guests and contractors. Develop guidance, and design process tools using Google Forms. Provide continuous training to division administrative staff and effect process improvement when necessary to meet Lab policy.
• Provide high-level support to the Deputy Division director in their role as ESDR IDEA committee chair, meeting schedules, and performing follow up on action items.
• Coordinate and support ESDR Group Leader meetings, communicating directly with Group Leaders to compile meeting agendas, preparing follow-up materials and tracking action items.
• Provide close support to the ESDR Division Director to coordinate ESDR Town Halls. Interface with ETA Program Development Office on presentation materials and consistent division branding. Create and compile multiple slides in Powerpoint, perform research to produce division statistics for Town Hall presentations. Work directly with Group Leaders, providing assistance when necessary with Town Hall contributions. Prepare follow-up materials and action items.
• Coordinate and manage all aspects of high-level meetings and visits and division seminars for division management including audio/visual arrangements, agenda, event approval, and food service. Work with team members and scientific staff to anticipate and manage complex logistical needs for high-level meetings in support of division management and group leaders.
• Interact with other Berkeley Lab departments to secure and coordinate Laboratory support and services for ESDR.
• Evaluate/update content for the division website and assist with special projects for research group sites.
• Develop and maintain contacts with DOE, subcontractors, other National Laboratories, UC, commercial organizations, and others, to meet division needs.
• Prepare and assist with preparation of complex documents including proposals, presentation materials, etc., ensuring documents meet DOE, Berkeley Lab, and other requirements; work with ESDR Division Publications point of contact to ensure scientific publications for the division remain current and up-to-date.
• Provide high level administrative support and guidance to the Division Director and Deputy Division Director’s research groups, aiding, when necessary, in proposal development.
• Monitor administrative aspects of intra-university transactions (IUTs) to obtain services from UCB facilities to support the Division Director and Deputy Division Director’s research groups.

What is Required:

• BA/BS, or equivalent experience. Two to six years of directly related experience independently providing support to a large or complex department or division, or equivalent combination of education and experience.
• Excellent written and verbal communications skills.
• Intermediate to advanced Microsoft Office Suite, Google Suite, and calendaring and scheduling software knowledge. Demonstrated understanding and knowledge of video conferencing systems (e.g., Zoom other web-conferencing services), A/V equipment, etc.
• Demonstrated skills in meeting and event coordination, tracking and data management, organization and preparation of meeting materials and reports.
• Demonstrated initiative and excellent judgment in exercising discretion to interact effectively with a variety of individuals and organizations.
• Demonstrated ability to take initiative, assume responsibility and remain flexible in an environment with competing priorities.
• Substantial and comprehensive knowledge delivering a broad range of office management support preferably in a research or academic, or similar environments.

Desired Qualifications:

• Thorough understanding of DOE, Berkeley Lab, UC, policies, procedures and systems.
• Working knowledge of Google applications, and Berkeley Lab financial and HR systems.
• Demonstrated initiative and excellent judgment in exercising discretion to interact effectively with a variety of individuals and organizations, including Lab Management, DOE and commercial organizations.

For consideration, please apply by September 9, 2022 with the following application materials:

• Cover Letter - Describe your interest in this position and the relevance of your background.
• Resume.

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.
• Work will be primarily performed at Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA.

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.