In this exciting role, you will provide complex support to the Lab's CFO and Field Finance Manager, manage general administrative services for the OCFO Field Finance, Operations, and Business Systems Analysis departments, and lead divisional support processes that have a high organizational risk. Your responsibilities include independent management, planning, and oversight of highly complex and varied operational and administrative tasks and activities. You will apply initiative and judgment in recommending detailed courses of action and accomplishing effective resolution of complex issues. You will interact with personnel at all levels within/outside the division and outside the Lab.
What You Will Do:
Manage all aspects of the daily activities/calendar/travel and events of the Chief Financial Officer (CFO). Manage the CFO's extremely complex calendar using a high degree of confidentiality, discretion, diplomacy, anticipation, and organization. Make independent decisions with regard to complex competing priorities and be able to provide the CFO with all pertinent information needed to be fully informed and prepared for all meetings, training sessions, conferences, and business travel.
Serve as the main point of contact and act as the representative of the CFO to high level internal and external contacts on routine to moderately complex matters. Initiate and respond to requests/inquiries on behalf of the CFO; managing and tracking impending deadlines and deliverables and keeping abreast of ongoing activities and commitments. Exercise independent judgment to triage a broad range of management and administrative issues within the Division office, deciding on a course of action. As needed, engage with CFO direct reports and respective administrative staff to coordinate responses for requested information from or for the CFO. May lead and delegate work to administrative staff in support of OCFO activities and responsibilities.
Provide complex administrative support to the CFO, Field Finance Manager, and department senior staff. Triage a broad range of complex issues and implement courses of action. Track and manage action items for OCFO Sr. Staff and coordinate and support communications flow among OCFO Sr. management team. Serve as back-up for Property and Procurement Department Sr. Administrator and other administrative staff as needed.
Oversee projects that are often sensitive, confidential, of a complex nature and/or time-critical, and will frequently require initiative in gathering information, assembling and analyzing the information, and determining appropriate responses to certain issues. May require access to confidential information that senior management may need for meeting or conferring purposes or for processing grievances.
Initiate, plan, and oversee the logistical and presentation preparation for division office hosted meetings, reviews, and events. Prepare highly professional and technical presentations 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.
Provide leadership, guidance, and mentorship to Administrators in the OCFO to increase their effectiveness and abilities in their job roles.
Manage the technical and logistical processes of the OCFO's performance management processes with the highest degree of confidentiality, discretion, and organization.
Manage activities related to recruitment and hiring of employees, and processing of contract workers and affiliates for the division office and Field Finance Department. Onboard new staff, ensuring workstation, equipment, accounts, and services are delivered at the start of employment. Conduct the OCFO New Employee Orientation Program as requested.
Lead the fulfillment of building and suite security and divisional event attendance requests.
Help fulfill the overall goals of the Field Finance Department, Operations, Business Systems Analysis Department, and the OCFO by performing additional tasks as assigned.
What Is Required:
Six years of related experience providing complex administrative/executive assistant support to a C-level (or equivalent) executive.
Excellent judgment in managing a senior manager's and/or C-level executive's daily activities, including scheduling and calendar management, handling of urgent/critical matters, computer issues, etc.
Ability to screen and prioritize requests exercising complex problem-solving ability; judgment to determine items that require immediate attention, and initiative to redirect requests to other Lab or Division staff for action as appropriate.
Demonstrated ability to take initiative, assume responsibility, and remain flexible in a fast-paced environment with competing priorities; adapting to change and adjusting priorities when needed; ability to anticipate and identify service needs and independently develop/implement solutions. Demonstrated ability to use creativity and complex problem-solving skills to meet support needs.
Demonstrated interpersonal and communication skills including excellent verbal and written communications skills.
Able to function effectively as a team member and as a trainer/mentor to other administrative or professional staff relating to areas of expertise.
Experience arranging and rearranging travel, processing travel approvals and expense statements.
Intermediate (required) or expert (preferred) capability in Google Apps (Mail, Calendar, Drive) and Microsoft Office applications (Word, Excel PowerPoint)
Ability to produce professional-quality, error-free documents, reports, and presentations using PC computer applications.
Demonstrated expertise in using tele-, web-, and video-conferencing applications including the ability to teach others how to use such applications.
Demonstrated ability to quickly learn new technology solutions.
The posting shall remain open until the position is filled.
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 the Office of the Chief Financial Officer (OCFO) -- Bldg. 971, 6401 Hollis St., Emeryville, CA.
Learn About Us:
Working at Berkeley Lab has many rewards including a competitive compensation program, excellent health and welfare programs, a retirement program that is second to none, and outstanding development opportunities. To view information about the many rewards that are offered at Berkeley Lab- Click Here.
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."
Lawrence Berkeley National Laboratory encourages applications from women, minorities, veterans, and other underrepresented groups presently considering scientific research careers.
Internal Number: 90598
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.