Berkeley Labs Material Sciences Division has an opening for an Administrator that will primarily support the Center for X-Ray Optics (CXRO). The Administrator will perform a broad range of complex and diverse administrative tasks, carefully monitoring action items and making day-to-day administrative decisions in a fast-paced and busy environment. The candidate will apply advanced knowledge and skills in administrative functions and exercise discretion and sound judgment while adhering to professional standards and Berkeley Lab policies and procedures. The Administrator will report to the CXRO Director and assist the CXRO Director, Deputy, and staff with managing calendars, arranging travel, coordinating meetings and conference logistics, coordinating HR requests, onboarding new hires, visitors and affiliates, managing office operations, and meeting other key programmatic and division administrative needs. This position will also serve as a backup to other Materials Sciences Division administrative staff as directed.
What You Will Do:
Serve as the point of contact for operations and administrative support to assist the CXRO Director, Deputy, and staff in meeting their responsibilities and deliverables in an organized fashion.
Under limited supervision, establish priorities and manage multiple projects through to completion in the face of constantly changing priorities. Assess, prioritize, track and determine appropriate action on various requests and inquiries, ensuring timely completion.
Coordinate purchasing, shipping, travel, meetings & workshops, site access, and other services for CXRO Director and staff.
Plan, develop, coordinate, and oversee all logistical aspects of complex meetings and workshops. Interface with both internal and external parties as needed.
Coordinate logistical arrangements for visitors, including site access & travel.
Serve as point of contact with Human Resources for various personnel actions.
Maintain website content and publication list.
Work to ensure CXRO's compliance with all Laboratory policies, practices and procedures related to administrative activities. Disseminate information and policy changes to CXRO staff.
What is Required:
BA/BS degree and a minimum of four (4) years of relevant operational, program management, or administrative knowledge and experience, preferably in a high-tech or scientific research environment or equivalent combination of education and experience.
Demonstrated experience in successfully managing logistical arrangements for reviews, workshops, conferences, and other events.
Proven success in working collaboratively across teams and/or departments at all levels to secure and coordinate needed support and services.
Demonstrated experience and flexibility as a team player, either as a team lead or a team member.
Strong experience using PCs and/or Macs with Microsoft Suite, Google Suite, and Virtual Conference tools such as Zoom.
Excellent written and verbal communications skills. Ability to develop, organize, and prepare error-free materials and reports.
Ability to design, build, and manage spreadsheets to accurately track and manage data.
Excellent time-management and task-management skills. Ability to work effectively and stay focused in an environment with a variety of interruptions and distractions.
Strong interpersonal skills, with the ability to establish and maintain cooperative working relationships across multi-functional groups and divisions. Ability to proactively anticipate customer needs and actively listen.
Experience in a Department of Energy (DOE) National Laboratory or academic environment.
Knowledge of DOE, Berkeley Lab, UC policies and procedures, and administrative and business practices and procedures.
Experience working with scientific/research staff, technical staff in a diverse work environment.
Demonstrated experience interacting with individuals at all levels internal and external to the organization, including Lab Management, DOE, Strategic Partners and subcontractors, with tact and diplomacy.
Experience editing and maintaining HTML websites.
Familiarity with cloud and web-based audio/video collaboration tools such as WebEx, Slack and Skype.
Experience in coordinating virtual conferences or workshops.
For full consideration, please apply by November 15, 2020.
This is a full-time career appointment, exempt (monthly paid) from overtime pay.
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.
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: 91293
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.