Senior Administrator to the Deputy Lab Director/Chief Operating Officer
Lawrence Berkeley National Laboratory
December 5, 2017
Bay Area, California
Berkeley Lab's Operations Division has an opening for a Senior Administrator to the Deputy Lab Director (DLD)/Chief Operating Officer (COO). The Sr. Administrator reports to the Senior Advisor to the DLD/COO and provides a comprehensive range of specialized executive-level management support to the DLD/COO and when necessary to the Sr. Advisor to the DLD and Chief Laboratory Counsel and Laboratory Director's office. You will be expected to apply extensive knowledge of advanced techniques, concepts, and methods and independently manage complex administrative activities for the DLD as assigned. The Sr. Administrator is responsible for a broad range of communication and coordination activities involving Laboratory management, the Department of Energy (DOE), the University of California, other federal agencies and other national laboratories. Other responsibilities include managing and triaging all aspects of the DLD's office extensive travel and scheduling. In addition, you will be responsible for 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 incumbent will work as a team member in the Office of the DLD 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.
Manage email inbox for DLD and determines appropriate course of action. Exercise significant professional judgment and independent initiative, triage complex and sensitive incoming Operations Area and program management issues; develop and recommend solutions to complex problems; determine appropriate course of action and execute accordingly.
Proactively manage and track the DLD's daily activities 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 (i.e. DOE, the University of California, and other high-profile organizations), management, and operations and scientific staff within LBNL.
Delivers executive level support for the DLD's complex travel arrangements and detailed itineraries, and scheduling. Also responsible for initiating visitor arrangements and coordinating briefing materials for on-site meetings and events.
Provide backup support as needed to cover the Chief Laboratory Counsel's office.
Create and compile high-quality briefing materials, meeting agendas, talking points, etc. to prepare the DLD to manage his activities in an organized manner.
Consult with the DLD, Sr. Advisor, and operations leadership team as necessary to generate material well in advance of meetings, and ensure that the DLD and Sr. Advisor receive a complete set of briefing materials in advance of each business day.
Maintain a calm and composed demeanor at all times, exercising sound professional judgment and absolute discretion in order to effectively address sensitive issues that come before the Operations Area Directorate.
Ensure that the legal requirements for archiving documents are understood and implemented per the appropriate applicable policies and procedures.
Support Area-wide meetings including all aspects of planning and executing meetings.
Responsible for various special projects requiring independent research and analysis. Projects may include lab wide policy implementation.
Participate in data gathering for special projects including the preparation of presentation materials.
Additional Responsibilities as needed:
Collaborate with the Sr. Advisor and other staff members in continuously improving workflow and management of the DLD's immediate office and with the offices of other senior leaders.
Other duties may be assigned.
What is Required:
Bachelor's degree in business, finance, or other related field and at least 5 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 travel and calendar arrangements 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 customer service skills of a very high caliber, 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.
Experience successfully interfacing with executive/senior management and/or high-level officials.
Advanced verbal and written communication skills.
Excellent organization skills
Editing skills sufficient to edit a variety of documents for grammar, syntax, style, and clarity. Proofread and correct own work and submit high quality final documents.
Ability to appropriately follow, analyze, and interpret policies and procedures of particular governing institutions (i.e., Department of Energy, UC Berkeley and LBNL) with respect to procurement, equipment inventory, travel, space, and others as needed.
Demonstrated experience effectively analyzing, utilizing and improving administrative/organizational processes.
Highly developed sense of confidentiality and discretion.
Ability to work effectively in a fast-paced, high profile environment.
Ability to work productively under pressure and tight deadlines.
Strong problem-solving skills and analytical ability.
Ability to maintain composure and act swiftly and effectively in crisis situations.
Demonstrate resourcefulness, have a proactive orientation to projects and consistently follow through to timely completion.
Ability to both independently and consultatively establish priorities to ensure timely completion of multiple, often interdependent, projects.
Anticipate and plan for contingencies and be able to handle unexpected situations.
Dependable and must be able to work extended hours when needed.
Proficient computer skills, including Mac and PC, Microsoft Office and Google Apps.
Valid CA driver's license.
Additional Desired Qualifications:
Knowledge of DOE, Berkeley Lab and UC policies, procedures, and practices.
Thorough understanding of Laboratory Travel Policy.
Experience using Wordpress to alter and add web pages.
Ability to maintain and update web pages.
The posting shall remain open until the position is filled, however for full consideration, please apply by close of business on January 3, 2017.
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.
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."
In the world of science, Lawrence Berkeley National Laboratory (Berkeley Lab) is synonymous with excellence. Thirteen scientists associated with Berkeley Lab have won the Nobel Prize. Fifty-seven Lab scientists are members of the National Academy of Sciences (NAS), one of the highest honors for a scientist in the United States. Thirteen of our scientists have won the National Medal of Science, our... nation's highest award for lifetime achievement in fields of scientific research. Eighteen of our engineers have been elected to the National Academy of Engineering, and three of our scientists have been elected into the Institute of Medicine. In addition, Berkeley Lab has trained thousands of university science and engineering students who are advancing technological innovations across the nation and around the world. Berkeley Lab is a member of the national laboratory system supported by the U.S. Department of Energy through its Office of Science. It is managed by the University of California (UC) and is charged with conducting unclassified research across a wide range of scientific disciplines. Located on a 200-acre site in the hills above the UC Berkeley campus that offers spectacular views of the San Francisco Bay, Berkeley Lab employs approximately 4,200 scientists, engineers, support staff and students. Its budget for 2011 is $735 million, with an additional $101 million in funding from the American Recovery and Reinvestment Act, for a total of $836 million. A recent study estimates the Laboratory's overall economic impact through direct, indirect and induced spending on the nine counties that make up the San Francisco Bay Area to be nearly $700 million annually. The Lab was also responsible for creating 5,600 jobs locally and 12,000 nationally. The overall economic impact on the national economy is estimated at $1.6 billion a year. Technologies developed at Berkeley Lab have generated billions of dollars in revenues, and thousands of jobs. Savings as a result of Berkeley Lab developments in lighting and windows, and other energy-efficient technologies, have also been in the billions of dollars. Berkeley Lab was founded in 1931 by Ernest Orlando Lawrence, a UC Berkeley physicist who won the 1939 Nobel Prize in physics for his invention of the cyclotron, a circular particle accelerator that opened the door to high-energy physics. It was Lawrence's belief that scientific research is best done through teams of individuals with different fields of expertise, working together. His teamwork concept is a Berkeley Lab legacy that continues today.