Berkeley Lab's Energy Technology Area has an opening for a Senior Administrator. In this role, the Senior Administrator ensures the delivery of a range of advanced and complex administrative, operational and project management responsibilities and business services to the Associate Lab Director (ALD) and the Area Leadership Team.The Senior Administrator will be proactive and use creativity to address unusually complex and politically sensitive issues, and identify appropriate solutions to a variety of complex operational, scheduling and travel needs. The incumbent will frequently serve as Lead to coordinate area-wide and high-visibility strategic events. Additionally, the Senior Administrator is actively engaged in the continuous improvement of workflow and various business processes.
What You Will Do:
Oversee the management of the ALD's complex and rapidly changing calendar, scheduling one-on-one and large group meetings including presentations
Understand the ALD and Area priorities to determine proper course of action to effectively manage activities and interactions by level of priority; consult with the Area Office Principle Supervisor as needed.
Manage all travel arrangements for the ALD by using Lab travel systems including preparing and managing complex domestic and international travel arrangements, detailed itineraries, briefing materials, changes to travel arrangements, and assist with obtaining foreign visas.
Plan, anticipate, and coordinate major administrative activities and understand the overall priorities of ETA.
Initiate and respond to requests/inquiries on behalf of the ALD, tracking impending deadlines and keeping the ALD and Area Office Management Team of ongoing activities and deadlines.
Maintain absolute confidentiality and discretion using sound professional judgement in order to effectively address sensitive issues that come before the ETA Leadership Team.
Utilize professional judgment to assist with the administration of the email inbox for the ALD to proactively triage, direct and respond to correspondence, determining appropriate course of action and facilitating/initiating effective resolution in consultation with the Area Office Principle Supervisor.
Effectively and diplomatically, communicate (verbally and in writing) with all levels of management and scientific staff within LBNL and external institutions.
Serve as Lead or as part of a team to coordinate, organize and provide logistical support to the Area Leadership team of Area-wide and high-visibility strategic events, which may include Area reviews, Town Hall meetings, workshops, high-level visits and events.
Ensure compliance with Laboratory policy pertaining to meals and reimbursements for activities requiring food, large numbers of participants, out-of-town visitors, and DOE senior level visitors.
Responsible for various special projects requiring independent research and analysis.
Exercise sound professional judgement and discretion to quickly identify situations that should escalate.
Serve as team lead to the Area office admin staff.
What is Required:
Bachelor's degree and at least four years related experience in support of an executive office or an equivalent combination of education and experience.
Demonstrated skills in effectively responding and prioritizing in a fast-paced environment, managing multiple priorities, deadlines, and high-impact, politically sensitive issues.
Experience arranging and rearranging complex foreign and domestic travel; and processing travel approvals and expense statements.
Able to function effectively as a team member and/or to lead a team of administrative staff.
Demonstrated excellent judgment, high ethical standards for daily conduct, and excellent discretion.
Ability to screen and prioritize requests; using judgment to determine items that require immediate attention, and initiative to propose options and/or redirect requests to other Area staff for action as appropriate.
Ability to anticipate and identify service needs and independently develop solutions.
Demonstrated ability to take initiative, assume and/or delegate responsibilities as needed and remain flexible in an environment with competing priorities.
Exceptional interpersonal and communications skills including verbal and written communications skills.
Ability to work effectively and professionally with a variety of people, including those at the highest Lab and DOE levels, and to represent the ALD on logistical and other matters.
Advanced capability in Microsoft Office Suite (Word, Excel, PowerPoint) and Google applications. Ability to produce professional quality, error-free documents, reports and presentations.
Intermediate understanding of standard computer applications.
Demonstrated ability to develop and maintain effective relationships with all constituents including senior level internal and external stakeholders and interact in a professional manner.
Ability to appropriately follow, analyze, and interpret policies and procedures.
Work effectively in a fast-paced, high profile environment. Anticipate and plan for contingencies and be able to handle unexpected situations.
Dependable and be able to work extended hours when needed.
Additional Desired Qualifications:
Comprehensive knowledge and substantial experience providing executive office support in a research, academic or similar environment.
Thorough understanding of and ability to appropriately follow, analyze, and interpret DOE, LBNL, UC and ETA policies and procedures of particular governing institutions.
Working knowledge of LBNL financial and HR systems.
The posting shall remain open until the position is filled, however for full consideration, please apply by close of business on March 4, 2019.
This is a full time career appointment.
Full-time, M-F, 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.
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."
Internal Number: 86253
About Lawrence Berkeley National Laboratory
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.