Berkeley Lab's Energy Storage & Distributed Resources Division (ESDRD) has an opening for a Administrator. Supporting the ESDRD, the Administrator will provide high-level professional service to the Division Director and Deputy Division Director. 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. The position is responsible for organizing 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. The incumbent 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 calendars and emails, interface with both internal and external parties on their behalf.
Coordinate meetings and accommodations of special visitors, 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.
Coordinate ESDRD leadership meetings and Town Halls – set dates and work with Division Director and Deputy on division initiatives and meeting agenda items. 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. When necessary, assist Senior Administrator and team members in coordinating high-level meetings and visits and division seminars for Group Leaders.
Interact with other Berkeley Lab departments to secure and coordinate Laboratory support and services for ESDRD.
As part of the ESDR administrative team, assist with evaluating/updating content for ESDR division website, and assist with special projects and process improvement, as needed.
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 technical and scientific reports, 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 administrative support and guidance to the Division Director and Deputy Division Director's research groups, aiding, when necessary, in proposal development.
Coordinate with Senior Administrator and Division Program Manager to ensure complete oversight of proposal submission tracking for the division.
What is Required:
BA/BS and minimum of three to five 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.
Substantial and comprehensive knowledge and experience using Microsoft Office Suite (Excel, Word, PowerPoint) to produce professional-quality, error-free documents, reports and presentations.
Substantial knowledge and experience in the use of calendaring and scheduling software. Comprehensive knowledge of Google applications, email, and calendaring functions desirable.
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, including Lab Management, DOE and commercial organizations.
Demonstrated experience and flexibility as a team player.
Demonstrated ability to take initiative, assume responsibility and remain flexible in an environment with competing priorities.
Strong organizational and planning skills, including comprehensive scheduling and calendaring experience.
Ability to work independently with frequent changes in workload, set priorities and organize own work; strong customer service experience.
Substantial and comprehensive knowledge and experience coordinating and delivering a broad range of office management support services in a variety of settings, including research, academic, or similar environments.
Demonstrated understanding and knowledge of video conferencing systems (e.g., Zoom, ReadyTalk, other web-conferencing services), A/V equipment, etc.
Additional Desired Qualifications:
Thorough understanding of DOE, Berkeley Lab, UC, and Division policies, procedures and systems. Working knowledge of Google applications, and Berkeley Lab financial and HR systems.
Valid CA driver's license.
The posting shall remain open until the position is filled, however for full consideration, please apply by close of business on November 19, 2018.
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.
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: 85815
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.