Senior Administrator

Join the Berkeley Lab as a Senior Administrator for our Environment, Health and Safety Division, where you'll play a crucial part in supporting our esteemed Division Leadership Team and the Health & Safety Department.

In this role, you'll be equipped with cutting-edge techniques and methodologies to provide top-tier executive-level administrative support. From managing the schedules and travel arrangements of our Division Director and Deputy Director, to spearheading department-wide initiatives, your impact will be felt at every level.

Responsibilities will include crafting compelling presentations, refining procedures, and independently managing reports. With a keen eye for detail and commitment to excellence, you'll ensure our management record keeping and communications adhere to the highest standards.

What You Will Do:

• EHS Division Leadership Support
  
  
  
  • Provide comprehensive day-to-day support to the EHS Division Director and Deputy Director, including managing calendars, coordinating inquiries, and overseeing meeting schedules.
    
    
    
    • Assist in the preparation of briefing materials for both on-site and off-site meetings and events.
    • Initiate and manage arrangements for visitors to the division.
    • Communicate changes in schedules promptly and systematically, ensuring all stakeholders are informed of plan-of-the-day updates.
    • Aid in recruitment activities by scheduling interviews, arranging guest travel, and facilitating candidate communications.
    
    
    
    
  • Exercise significant professional judgment and independent initiative in reviewing and prioritizing incoming correspondence and inquiries.
  • Utilize critical thinking, creativity, and initiative to triage routine and exceptional situations in a dynamic environment, ensuring timely resolution of outstanding items.
  • Proactively organize workflow, anticipate issues, and initiate resolutions to ensure customer satisfaction, effectively managing activities and interactions by priority level.
  • Communicate effectively, professionally, and diplomatically with all levels of management and staff, both internally and externally.
  • Develop and ensure the effectiveness and efficiency of office procedures to streamline operations.
  • Provide additional support to the division office, including onboarding/offboarding activities, mail distribution, light housekeeping, and maintenance of office supplies and equipment.
  
  
  
  
• EHS Health & Safety Department Administrator
  
  
  
  • Efficiently manage incoming requests for the department, determining the most suitable course of action while exercising significant professional judgment and independent initiative, particularly for complex and sensitive issues.
  • Support the department's procedural documentation strategy utilizing specialized systems like PowerDMS, implementing effective file management strategies including electronic archiving.
  • Take a proactive approach to organizing workflow under minimal supervision, anticipating potential issues and initiating resolutions to ensure customer satisfaction.
  • Participate in departmental efforts to leverage and adapt new technology to enhance operational processes and improve efficiency.
  • Manage projects of various scopes, sizes, and dependencies, including infrastructure and facilities activities, as well as specialized projects stemming from institutionally-driven initiatives.
  • Create and compile high-quality briefing materials, meeting agendas, talking points, etc., in preparation for various meetings such as the Division Safety Council, demonstrating a keen attention to detail and professionalism.
  
  
  
  
• Utilize advanced skills in Microsoft Word, Excel, PowerPoint, Google Suite, Smartsheet, etc., to create correspondence, documents, forms, reports, and memos efficiently and effectively.
• Apply advanced composition skills to proofread and edit drafts or final-form documents, ensuring accuracy and professionalism, even for materials containing sensitive information.
• Provide backup support to colleagues within the Division Office Admin Team, addressing EHS Administrative Help Desk tickets as needed, and contributing to the smooth operation of administrative processes.

What is Required

Level 2

• Bachelor's degree or equivalent combination of education and experience.
• 4 years of substantial-to-advanced operational and administrative experience in a diverse range of services.
• Experience in the development and maintenance of databases, demonstrating proficiency in organizing and managing data effectively.
• Demonstrated experience supporting senior-level management to meet program, business, and institutional goals effectively.
• Ability to work on assignments with minimal direction.
• Outstanding customer service skills, including professionalism, articulateness, and diplomacy in interactions with a diverse range of individuals through various communication channels.
• Experience coordinating complex calendars and travel arrangements, both domestic and international, within corporate or laboratory environments.
• Ability to appropriately follow, analyze, and interpret institutional policies and procedures, including those of governing bodies like the Department of Energy (DOE), UC Berkeley (UCB), and Berkeley Lab (LBNL).
• Highly developed sense of confidentiality and discretion in handling sensitive information.
• Demonstrated proficiency in various software applications, including Microsoft Office Suite, Google Suite, Smartsheet, electronic document signature apps, and video conferencing tools like Zoom, Google Meet, WebEx, and Microsoft Teams.

Level 3

• Bachelor's degree or equivalent combination of education and experience.
• Minimum of 5 years of substantial-to-advanced operational and administrative experience in a diverse range of services.
• Advanced ability to work independently on multiple complex assignments, establish priorities, and develop efficient work methods and procedures.
• Demonstrated experience supporting directorate level management to meet program, business, and institutional goals effectively.

Desired Qualifications:

• Advanced understanding of Department of Energy (DOE), University of California (UC), and Lawrence Berkeley National Laboratory (LBNL) general administrative support policies, standards, practices, and systems, including familiarity with Financial Management System (FMS) and Cognos.
• Possession of a valid California Driver's License and the ability to drive a government vehicle.

Notes:

• This is a full-time career appointment, exempt (monthly paid) from overtime pay.
• Level 2: This position is expected to pay $78,804.00-$96,324.00 annually, which fits within the full salary range of $70,056.00-$118,236.00 for the A40.2- Administrator position. Salary for this position will commensurate with the final candidate's qualifications and experience, including skills, knowledge, relevant education, certifications, while also aligned with the internal peer group.
• Level 3: This position is expected to pay $94,000.00-$111,000.00 annually, which fits within the full salary range of $83,568.00-$141,012 for the A40.3- Sr Administrator position. Salary for this position will commensurate with the final candidate's qualifications and experience, including skills, knowledge, relevant education, certifications, while also aligned with the internal peer group.
• 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.

Learn About Us:

Berkeley Lab is a U.S. Department of Energy national laboratory managed by the University of California and designated a Federally Funded Research and Development Center. Located in the San Francisco Bay Area, we have a close relationship with UC Berkeley, as well as robust partnerships with other academic institutions and industries, including those in Silicon Valley. The Laboratory conducts world-class research that supports clean energy, a healthy planet, and solution-inspired discovery science. Berkeley Lab is defined by our deeply felt sense of stewardship, which we describe as a commitment to taking care of the Laboratory's research, people, and resources that are entrusted to us. Our values of team science, innovation, service, trust, and respect knit us together as a community. We practice these values and prioritize our principles of inclusion, diversity, equity, and accountability (IDEA) to build highly effective teams that produce world-class science and technology and where all individuals, regardless of their backgrounds, disciplines, and experiences, can thrive.

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 is an Equal Opportunity and Affirmative Action Employer. We heartily welcome applications from women, minorities, veterans, and all who would contribute to the Lab's mission of leading scientific discovery, inclusion, and professionalism. In support of our diverse global community, all qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status.

Equal Opportunity and IDEA Information Links: Know your rights, click here for the supplement: "Equal Employment Opportunity is the Law" and the Pay Transparency Nondiscrimination Provision under 41 CFR 60-1.40.