Sr Administrator Jobs

Lawrence Berkeley National Lab’s (LBNL) [Division] Division has an opening for a Sr Administrator to join the team.

In this role, you will provide executive-level operational support to the Energy Analysis and Environmental Impacts (EAEI) Division Director, Division Deputy of Research, and Department Leadership. You will ensure the delivery of a comprehensive range of advanced and complex administrative, operational, project management, and business services to the EAEI Leadership Team, using a high level of independent judgment, organization, initiative and discretion.

What You Will Do:

• Coordinate complex events such as meetings, workshops and conferences with collaborators and with funding agencies; oversee all logistics. 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.
• Manage all travel arrangements for the Division Director 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.
• Exercise discretion and independent judgment to interact effectively with a variety of individuals from various levels of the organization, DOE and other high-level organizations, with a high degree of confidentiality.
• On behalf of the Division Director, serve as a point of contact and as appropriate, manage outside inquiries/requests regarding information of a complex nature; track impending deadlines and keep the EAEI Leadership Team aware of ongoing activities and deadlines.
• Exercise judgment and initiative along with knowledge of administrative policies and practices to ensure the delivery of complex administrative support, and to address routine and unusual problems. Ensure that solutions are compliant with Area, Division and Laboratory policy.
• Oversee the management of the Division Director’s complex and rapidly changing calendar, scheduling one-on-one and large group meetings and presentations; exercise leadership and effective communications skills when interacting with all levels within LBNL, Department of Energy (DOE), the University of California, and other high-profile organizations; independently managing and/or deploying the appropriate resources needed to ensure the accurate and timely preparation of necessary meeting materials.
• Develop procedures, resources and recommendations for moderately difficult to complex tasks to meet administrative needs of the Division Director and Principal Investigators (PIs).
• Support Division PIs with logistics and document preparation related to subcontract procurement. Prepare highly professional documentation packets with minimal direction and guidance. Will require a high level of understanding of information and stakeholders to ensure all required documentation and information are received correctly and in a timely manner.

Additional Responsibilities as needed:

• Train new administrative colleagues in Division and provide backup support to Administrative colleagues. Onboard employees utilizing Berkeley Lab, Area and Division resources.
• Assist with other assignments or special projects, as assigned, i.e. Space Management, Property, Ergonomics, Grant proposal preparation, support S&E (scientist) hire and promotion cases.
• Participate in data gathering for special projects, including the preparation of presentation materials.
• Serve as back-up for Property and Procurement Administrator and other administrative staff as needed.

What is Required:

• Exceptional interpersonal and communication skills including verbal and written communications skills, professional demeanor; ability to function effectively as a team member and/or lead (supervise) a team of administrative staff.
• 2-6 years related and significant professional / exempt experience or an equivalent combination of education and experience.
• Administrative support to executives and groups, including demonstrated ability to take initiative, anticipate and prioritize in a fast-paced environment, organize and deliver a wide array of administrative support services.
• Advanced capability with Microsoft Word, Excel and PowerPoint and familiarity with common web-based tools.
• Ability to appropriately follow, analyze and interpret policies and procedures.
• Ability to act as point of contact and communicate on behalf of the Division Director, interacting effectively.
• Experience editing and formatting written communications and presentation materials.
• Demonstrate initiative, independent judgment and decision-making skills, management and prioritization of their own work while remaining flexible in a fast-paced environment with competing priorities.
• Extensive experience interacting diplomatically and professionally with internal and external customers.
• Experience in developing, recommending and implementing solutions to complex problems and to adapt them in changing circumstances.
• Experience arranging and rearranging complex foreign and domestic travel, and processing travel approval and expense statements.
• Experience with complex calendaring (GCal experience preferred).

Desired Qualifications:

• Comprehensive knowledge and substantial experience providing executive level support in a research, academic or similar environment.
• Experience in support of a senior executive in a research environment.
• Knowledge of LBNL financial and HR systems; know resources available and how to retrieve data from systems.
• Knowledge of and ability to appropriately follow, analyze, and interpret DOE, LBNL, UC and Energy Technologies Area (ETA) policies and procedures of particular governing institutions.
• B.A/B.S Degree

Want to learn more about Berkeley Lab's Culture, Benefits and answers to FAQs? Please visit: https://recruiting.lbl.gov/

Notes:

• Work will be primarily performed at Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA.
• 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 is a full time, career appointment, exempt (monthly paid) from overtime pay.
• The full salary range for this position is $81,456.00-$137,436.00.. The budgeted salary range that the Lab reasonably expects to pay for this position is $97,735.68-$118,494.33. Salary offers will be commensurate with the final candidate’s qualification and experience, including skills, knowledge, relevant education, and certifications, and also aligned with the internal peer group.

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