Berkeley Lab's Advanced Light Source (ALS) is seeking a Senior Administrator to manage the day-to-day functions of the ALS User Services Office, coordinate events, and supervise administrative staff.
The ALS has been a global leader in soft x-ray science for more than two decades. The ALS is a dynamic national scientific user facility that provides thousands of scientists from around the world access to bright beams of x-rays, infrared, and extreme ultraviolet light for scientific studies and technology development in disciplines spanning physical, chemical, materials, biological, energy, and Earth sciences.
The User Office is responsible for processing over 2,000 researchers annually from around the world who come to the ALS to carry out experiments. Under the limited direction of the ALS User Services Group Leader, the incumbent serves as the User Processing Lead and administrative support for the User Office at the ALS, overseeing a wide variety of processes associated with security and administrative requirements. The incumbent will liaise with LBNL site security to oversee all matters related to foreign citizen users, and will serve on interdivisional Lab teams to further these objectives. Additionally, the incumbent is responsible for coordination of the annual ALS User Meeting, and other meetings and events.
What You Will Do:
Supervise user/affiliate processing staff, ensuring staff fully meet the business goals of the user office and maintain excellent customer service. Serve as point of contact to administrative staff for complex business services issues, including user/affiliate processing, training, procurement, travel, conference planning, and web-site/communication management.
Plan, hire, assign, and assess work, performance, career development and skills training, using disciplinary action as needed.
Oversee process and functions of user/affiliate processing, and act as a subject matter expert for processing and site access for ALS users, ALS affiliates, contractors, and visitors. Serve as the business host for all ALS users.
Oversee foreign citizen site access and to develop appropriate solutions for complex user access issues in conjunction with Berkeley Lab Site Security.
Serve as process owner and oversee the user agreements process.
Manage and coordinate the annual ALS User Meeting, attracting 400+ participants, and additional smaller meetings.
Develop systems and methods to ensure user office adherence to all training and security requirements and ALS/LBNL/UC/DOE access policies and procedures. Develop and recommend solutions to complex problems.
Manage information and ensure accurate data collection. Compile statistical reports and set up processes to monitor data, and generate, design, and interpret reports on ALS user activities.
Participate in ALS and Lab-wide committees and working groups as appropriate to your skills and Lab needs.
Provide advanced expertise to advise staff on complex issues and serve as occasional emergency backup for critical front line User Office activities. Perform other User Office and Divisional duties as required.
What is Required:
BA/BS desired and 3-6 years of administrative management, and supervision or combination thereof.
Substantial experience providing a broad range of administrative services, preferably in a research environment.
Supervisory experience, including participation in hiring, training and performance management.
Extensive experience in delivery of business services and project planning.
Demonstrated excellent proactive skills in applying initiative, judgment, and analytical skills to a wide range of problem-solving challenges.
Excellent communication skills and ability to establish and maintain cooperative working relationships. Experience interacting diplomatically with scientific, technical, management, and administrative staff, both internal and external to the organization; Must be able to function well in a team environment.
Able to apply detail-oriented focus and scrutiny to ensure accurate and consistent output.
Extensive and comprehensive experience in understanding, interpreting and applying organizational policies and procedures.
Demonstrated organizational skills applied to managing and tracking projects. Must be able to independently establish priorities and ensure completion of a wide range of projects in a timely manner.
Demonstrated extensive ability writing communications and administrative documents, reports, and procedures that are concise, logical, and grammatically correct.
Strong meeting planning experience ranging from large conferences to committee meetings.
Experience working with computer systems, use of databases, data analysis, advanced level use of spreadsheets to compile and track data and to produce graphics, charts, and presentation materials. Proficiency with software, including Microsoft Office, e-mail, electronic calendars, and videoconferencing.
Additional Desired Qualifications:
Familiarity with technology underlying relational databases and advanced search/query tools.
Familiarity with Google Suite software.
Familiarity with ALS and LBNL organizational policies.
The posting shall remain open until the position is filled.
Include a cover letter and resume with your application.
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 primarily be performed at Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA.
The core values of the Advanced Light Source (ALS) reflect a strong commitment to diversity, equity, and inclusion. We seek candidates who will support a culture in which the entire ALS community feels welcomed and valued.
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: 89383
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.