Berkeley Lab's Projects & Infrastructure Modernization Division (PIMD) seeks a Senior Administrator to provide executive-level support to the Division Director and manage general administrative duties. Responsibilities include overseeing travel, scheduling, meeting preparation, correspondence, and presentations. The role involves handling confidential information and collaborating closely with division leadership to achieve objectives.
What You Will Do:
- Provide primary administrative support to the Division Director, including calendar management, meeting coordination, communications, email support, and document formatting.
- Represent the Division Director and PIMD in administrative matters, acting as a contact point and resolving general inquiries from the Lab community.
- Provide general administrative support for the division, streamline administrative processes and procedures to enhance efficiency and effectiveness, leveraging technology and best practices, consulting with the leadership team and staff as needed.
Other duties could include, but are not limited to:
- Create, track and manage a wide range of ad-hoc and recurring division meetings. Coordinate meeting agendas, logistics, zoom and conference room support. Take notes, record and track action items as needed.
- Support management of divisional google drives and google groups/distribution emails, as well as managing and disseminating high level communications as requested by the PIM leadership team and staff members.
- Submit requisitions to Procurement for office supplies, safety equipment/PPE, and services. Process payment requests, and manage/maintain office equipment such as copiers/printers.
- Work with the lab’s I.T. department to troubleshoot PIM division technical/equipment issues, software/license issues, order and track computers, tablets, phones and related services.
- Serve as timekeeper for PIMD and division liaison with payroll, answering questions, troubleshooting, processing corrections and resource adjustments, and ensuring employees and supervisors release and approve timecards.
- Work with Strategic Communications and the Division Director to update and manage the division website and newsletter to ensure effective communication with the division and broader lab community.
- Work with HR and hiring managers on all division hiring, onboarding and offboarding employees as needed. Schedule interviews, handle communications, coordinate site visits, and maintain a high level of professionalism when interacting with candidates and confidentiality in handling personal information.
- Act as the PIMD Property Rep which includes tracking, updating and maintaining accurate property records for items assigned to the division. Work with Property Management to manage and complete the annual inventory and troubleshoot any property issues.
- Work with Campus Planning and PIMD supervisors to manage space planning needs for new and current employees and contractors. Help set up work spaces for employees and order necessary supplies and equipment.
- Act as an Ergo Advocate, working with our EHS Division Safety Coordinator and Lab Ergo Team to meet with and ensure employees have the right equipment and setup to conduct work safely and minimize injury.
- Act as the PIMD point of contact for the annual performance management process (PMP), coordinating deadlines with HR, scheduling calibration meetings, handling communications and providing technical support as needed.
- Collaborate and coordinate with others to organize and prepare a full range of divisional related events such as project reviews, strategic planning meetings, and morale activities. Manage all event logistics, including site access, catering, room/zoom support, lab tours, and communications. Work with Conference Services to ensure compliance with lab and DOE event policy.
- Collaborate with the Project Management Office (PMO) and PIMD project managers and directors to track, update, run and organize monthly project reports. Ensure reports are accurate and submitted by established deadlines.
- Collaborate with the Lab Directorate’s office and PIMD staff to update and submit quarterly quad charts and risk register for the quarterly Contract Assurance Council (CAC) meeting by established deadlines.
- Represent the division on lab committees such as the Division Business Council and IDEA Council, keeping division leadership and staff updated on current events and initiatives.
- 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.
- Create and compile high-quality briefing materials, meeting agendas, talking points, etc. to prepare the Division Director to manage his activities in an organized manner.
- Maintain a calm and composed demeanor at all times, exercising sound professional judgment and absolute discretion in order to effectively address sensitive issues.
- Responsible for various special projects requiring independent research and analysis.
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 9 years of education and experience.
- Proven ability to work independently on complex assignments, prioritize tasks with minimal direction, and develop effective work methods using initiative, discretion, and judgment.
- Exceptional customer service skills, with the ability to communicate professionally and diplomatically via phone, email, and in person.
- Experience interacting with executive and senior management, and high-level officials.
- Advanced verbal and written communication skills, with excellent organizational and editing abilities to ensure high-quality documents.
- Skilled in analyzing and interpreting policies and procedures from institutions such as the Department of Energy (DOE), UC Berkeley, and Lawrence Berkeley National Laboratory (LBNL), and applying them to procurement, inventory, travel, and space management.
- Demonstrated experience in improving administrative processes and maintaining confidentiality.
- Ability to thrive in fast-paced, high-profile environments, working effectively under pressure and tight deadlines.
- Strong problem-solving and analytical skills, with the capacity to remain composed and act decisively in crisis situations.
- Resourceful, proactive, and able to manage multiple interdependent projects while planning for contingencies.
- Proficient in computer skills (Mac and PC), Microsoft Office, and Google Apps, with experience in managing travel and calendar arrangements.
Desired Qualifications:
- Experience in a project-based organization supporting a managed portfolio of engineered construction projects.
- Familiarity with LBNL, DOE, and/or UC policies and procedures.
Notes:
- This is a full-time career appointment, exempt (monthly paid) from overtime pay.
- The Senior Administrator position is expected to pay $94,000 - $115,000 annually, which fits within the full salary range of $83,568 - $141,012 annually for the job classification of A40.3.
- Salary for this position will commensurate with the final candidate’s qualification and experience, including skills, knowledge, relevant education, certifications, plus also aligned with the internal peer group.
- It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on the final candidate's qualifications and 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.
- This position is eligible for a hybrid work schedule (50% on-site) - a combination of teleworking and performing work on site at Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA. Work schedules are dependent on business needs. Individuals working a hybrid schedule must reside within 150 miles of Berkeley Lab.
Want to learn more about working at Berkeley Lab? Please visit: careers.lbl.gov
Berkeley Lab is committed to inclusion, diversity, equity and accessibility 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.
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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.
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.
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