Administrative Supervisor

Lawrence Berkeley National Lab’s (LBNL) ESnet has an opening for an Administrative Supervisor to join the team.

Energy Sciences Network (ESnet) fulfills a critical role for DOE by providing high-bandwidth, reliable connections that link scientists at national laboratories, universities, and other research institutions, enabling them to collaborate on some of the world's most important scientific challenges, including energy, climate science, and the origins of the universe.  

In this exciting role, you will play a pivotal role in leading a dynamic team of three administrators and an executive administrator dedicated to providing expert knowledge and business solutions that enable ESnet staff members to perform their best work. The administrative team must make countless day-to-day decisions in a fast-paced and busy environment and juggle technical tasks while navigating many individual preferences and work styles.  In addition, you will be part of a leadership team setting organizational strategy, priorities, and goals. As such, you will serve as the bridge between the team and the organization, fostering communication and coordination.

What You Will Do:

• Team Leadership:
• Supervise and lead a team of three administrators and an executive administrator, fostering a collaborative and supportive team environment.
• Cultivate a positive and collaborative team culture, encouraging professional growth and continuous improvement.
• Provide guidance and mentorship to team members, ensuring continuous professional development.
• Ensure all administrative tasks for which the team is responsible are being completed in a timely, satisfactory fashion, troubleshooting when necessary to resolve blocks.
• Participate in division-wide strategic planning and goal setting.
• Executive Administrative Support:
• Supervise executive administrator, ensuring the division director's schedule aligns with organizational priorities while also providing focus time.
• Assist in coordinating and managing special projects or initiatives as assigned by the division director.
• Build relationships with DOE and LBL leadership, external vendor executives, and other lab/facility CIO to ensure seamless interactions and communication with the ESnet DIvision Director.
• Ensure sensitive and confidential information is handled with discretion.
• Administrative Support:
• Prioritize, anticipate, and support the administrative needs, priorities, and requests of ESnet staff members.
• Oversee complex administrative tasks and training, including calendaring, purchasing requests, timekeeping, visitor/guest access, asset management, ergonomics, updating publications, onboarding and offboarding new employees, and space coordination.
• Continuously improve, explore, and build new processes and systems for the above tasks in order to free ESnet staff to do their best work.    
• Develop procedures, resources, and recommendations for moderately to complex administrative tasks to meet the needs of ESnet staff members, suggesting improvements as needed.
• Manage multiple projects from independent research and analysis through to completion in the face of constantly changing priorities. Assess, track, and determine appropriate action on various requests and inquiries, ensuring timely completion including the preparation of presentation materials, training, communication and requirements for any automated workflows in ServiceNow.
• Communication and Professionalism:
• Demonstrate strong leadership, professionalism, diplomacy, and discretion when interacting with staff at all organizational levels and external stakeholders.
• Establish and maintain a communication network with administrative staff from other divisions and CS Area staff to foster collaboration and cooperation.
• Travel and Event Management:
• Ensure that processes are in place to skillfully and efficiently manage travel arrangements for staff and other personnel for domestic and international travel.
• Balance support for complex events, meetings, programmatic initiatives, workshops, and conferences across the division. 
• Information Systems Management:
• Update and maintain computerized information systems for communication, tracking, and reporting purposes (e.g., ServiceNow, Jira, Confluence).
• Determine user requirements for updating request systems in support of administrative workflows. 
• Update training information as required and communicate feature updates to the organization. 
• Meeting Preparation and Documentation:
• Prepare, compile, and coordinate materials for critical meetings, utilizing judgment to determine necessary documents and information.
• Disseminate all necessary advance information in a timely fashion, ensuring meetings run smoothly and efficiently.
• Reference Guide Management:
• Assist in determining, evaluating and updating content for administrative reference guide.

Additional Responsibilities as needed:

• Stay up to date on ESnet, LBL, and Department of Energy (DOE) and Laboratory conference service and travel policies to ensure compliance.
• Act as administrative backup for the administrative staff when needed.

What is Required:

• Proven experience in delivering high-level administrative support, encompassing email correspondence, calendar management, scheduling, travel coordination, expense reports, meeting planning, project coordination, data management, report generation, and procurement contract administration, with at least 2 years as a supervisor or leader of a multi-person team.
• Demonstrated written communication skills, with a history of producing professional, error-free emails, documents, reports, and presentations.
• Highly proficient in using computerized information systems and software applications (e.g. ServiceNow, Confluence, Jira) and able to interact with the features of the software to pull together data tables and display information to various levels of the organization. 
• Highly proficient in using various cloud-based software platforms and applications, including MS Office Suite, Google Applications Suite, Adobe Acrobat, Confluence, Jira, and Zoom video conferencing, on both Mac and PC platforms. Comfortable with making basic website updates, using a content management system.
• Experience in planning complex events and managing travel.
• Exceptional organizational skills, with a proven track record of managing competing priorities, meeting deadlines, taking initiative, and adapting quickly to changing work priorities.
• Strong interpersonal skills, both oral and written, maintaining professionalism, discretion, and confidentiality while interfacing with personnel at all organizational levels, internally and externally.
• Proven experience supervising a multi-person team, mentoring others to learn new skills and responsibilities while also ensuring that all tasks are completed satisfactorily.  
• Ability to work collaboratively in a team-oriented environment.
• Outstanding customer-focused administrative support, characterized by diplomatic and professional interactions with both internal and external customers.
• Capacity to anticipate and identify service needs and independently develop solutions.
• Proficiency in interpersonal communications, encompassing verbal and written communication, maintaining a professional demeanor, and collaborating effectively with other administrative staff as a team member.
• Willingness to follow, analyze, and interpret complicated policies and procedures in a timely, careful, and efficient manner.

Want to learn more about Berkeley Lab's Culture, Benefits and answers to FAQs? Please visit: https://recruiting.lbl.gov/

Notes:

• This is a full-time career appointment, exempt (monthly paid) from overtime pay.
• The full salary range of this position is between $6,964 to $11,751 per month and is expected to pay between a targeted range of $7,835 to $9,576 per month depending upon candidates' full skills, knowledge, and abilities, including education, certifications, and years of 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 may be performed hybrid. The primary location for this role is Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA. Work must be performed within the United States.

Berkeley Lab is committed to Inclusion, Diversity, Equity and Accountability (IDEA) and strives to continue building community with these shared values and commitments. 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 60-1.4.