Lawrence Berkeley National Lab's (LBNL) Office of the Chief Financial Officer (OCFO) Division has an opening for a Department Administrator to join the team.
In this exciting role, you will manage general administrative services for one OCFO department. Your responsibilities will include independent management, planning, and oversight of moderately complex and varied operational and administrative tasks and activities. You will apply initiative and judgment in accomplishing effective resolution of moderately complex issues. You will proactively work with cross functional colleagues to create and/or deploy technical solutions to department needs, including but not limited to survey creation and execution, website content maintenance, database creation, and videoconference set-up. You will interact with personnel at all levels within the division and occasionally outside the division; has a broad knowledge of department and division administrative tasks.
What You Will Do:
Manage all aspects of the Department Head's schedule, commitments, and travel arrangements using a high degree of discretion, diplomacy, anticipation, and organization, interfacing with the Lab Directorate, University of California, DOE, and other key contacts, and preparing agenda and meeting materials. Understand the Department Head's operations, priorities, and responsibilities and use independent judgment to triage a broad range of scheduling issues and decide on a course of action.
Exercise significant professional judgment and independent initiative, review and triage incoming correspondence to determine their significance and plan for distribution. Compose correspondence and send out email under the Department Head's signatures to both internal and external recipients.
Prepare and/or coordinate preparation and compilation of presentations, reports, and other material in support of Department Head's or OCFO senior management activities and meetings. Review documents prepared by others to ensure they are error-free, subject matter is presented clearly and concisely, and formatting is consistent throughout the document and conforms to OCFO and department branding.
Work collaboratively with department managers and staff to provide a lead role in a wide variety of ongoing activities including meeting and event planning and scheduling, data gathering, material preparation, travel, and purchasing.
Arrange logistics for off-site meetings and events, such as quarterly all-hand meetings, training, peer-reviews, etc.
Track and manage action items for department managers, coordinate and support communications flow among the OCFO senior management team.
Manage HR and Payroll activities related to recruitment and hiring of employees, and processing of contract workers and affiliates.
Manage the collection and reporting of department off-site training and conference approval.
Coordinate and plan the use of available office space throughout the year - particularly during peak periods to meet additional staffing needs. Coordinate office relocations.
Support the Policy and Compliance function in a wide variety of ongoing activities including document management, process improvements, meeting planning & scheduling, data consolidation & collection, and material preparation.
Perform various administrative responsibilities as needed in support of assigned departments and the OCFO division. Serve as administrative back-up for other OCFO administrative staff.
Participate actively in quality, process improvement, and reengineering efforts for the Division. Emphasize continuous improvement and best practices. Help fulfill the overall goals of assigned departments by performing additional tasks as assigned when the need arises.
What is Required:
Minimum four years of directly related experience providing administrative/executive assistant support to a senior manager(s) or a combination of experience and a Bachelor's Degree.
Experience arranging and rearranging travel, including interacting with travel agencies, hotels, and carriers; and processing travel approvals and expense statements.
Demonstrated skills in organizing and managing multiple priorities and deadlines.
Excellent judgment in managing Department Head's daily activities, including scheduling and calendar management, handling of urgent matters, computer issues, etc. Ability to screen and prioritize requests made to the Department Head; judgment to determine items that require immediate attention, and initiative to redirect requests to other Division staff for action as appropriate.
Strong skills in providing excellent customer-focused administrative support. Demonstrated ability to take initiative, assume responsibility, and remain flexible in a fast-paced environment with competing priorities.
Experience adapting to change and adjusting priorities when needed; ability to anticipate and identify service needs and independently develop solutions. Demonstrated ability to use creativity and problem-solving skills to meet support needs.
Very strong interpersonal and communications skills including excellent verbal and written communications skills. Ability to act as the point of contact and interact effectively with a wide variety of internal and external contacts at various levels. Ability to work effectively and professionally with a variety of people, including those at the highest Lab and DOE levels and in distant locations, and to represent the Department Head on logistical and other matters. Able to function effectively as a team member.
Intermediate capability in Microsoft Word, Excel, PowerPoint, Google Suite applications, Zoom conferencing platform, and ability to produce professional quality, error-free documents, reports, and presentations using PC computer applications. Basic to intermediate understanding of standard computer applications and office computer hardware configurations.
This is a full time, 1 year, term appointment with the possibility of extension or conversion to Career appointment based upon satisfactory job performance, continuing availability of funds and ongoing operational needs.
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 Office of the Chief Financial Officer (OCFO) -- Bldg. 971, 6401 Hollis St., Emeryville, 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: 92644
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.