Administrator

Lawrence Berkeley National Lab’s (LBNL) ETA Area Office has an opening for an Administrator to join the team.

In this exciting role, you will work under the general direction of and minimal guidance from the Business Manager of the Energy Technologies Area (ETA) Office, and provide moderately complex administrative support to the senior leadership of the Area Office.  Understand Senior Staff Members’ operations, priorities, and responsibilities and use independent judgment to help support Area Office activities. You will use a high degree of discretion, diplomacy, anticipation and organization when interfacing with staff throughout all levels of internal and external key contacts.

What You Will Do:

• Coordinate the logistics of Area-wide events and strategic programmatic initiatives of the Area Office, which are often high-level, and high profile; events include symposiums, workshops, trainings, area & lab-wide meetings, senior leadership staff meetings, and visitors. Oversee all aspects of on-site and off-site meetings including extensive agenda preparation, arranging for speakers and alternates, preparing meeting materials and presentations. 
• Serve as a travel arranger and scheduler for the Area leadership team and applicable guests, as needed, using a high degree of discretion, anticipation, organization and thorough knowledge of travel policies and calendaring practices. 
• Initiate and respond to moderately complex matters requests/inquiries on behalf of the Area Office and Senior Leadership with following the Area office guidelines; tracking impending deadlines and keeping abreast of ongoing activities and commitments.
• Provide calendar support as needed to senior leaders to ensure that all calendars are well coordinated with internal and external clients and make necessary changes using judgment and in coordination with the Area’s Business Manager and Senior Administrator. 
• Provide guidance on relevant policy and procedural requirements to ensure proper compliance with LBNL and DOE practices. 
• Recommend  and implement new procedures and process improvements to address the moderately complex communication needs of ETA Senior Management with other business units throughout the Lab. 
• Triage a broad range of administrative issues and oversee projects that are often sensitive, confidential, of a moderately difficult to  complex nature and/or time critical. 
• Perform various administrative responsibilities and complete special projects as needed in support of the Area Office and Senior Staff. 

Additional Responsibilities as needed:

• Support the overall goals of the Area Office by performing additional tasks as assigned when the need arises.
• Review documents to ensure they are error-free, subject matter is presented clearly and concisely, and formatting is consistent throughout the document and conforms to ETA & Lab branding.
• Serve as administrative backup for the Area office administrative staff as needed.

What is Required:

• BA/BS desired and minimum of two to four years (or equivalent combination) of directly related experience providing high level administrative support, 
• Experience arranging and managing travel, including interacting with travel agencies, hotels and carriers and making any necessary changes; and processing travel approvals and expense statements.
• Demonstrated skills in meeting and event coordination, tracking and data management, organization and preparation of meeting materials and reports.
• Strong experience with using Microsoft Office Suite (Excel, Word, PowerPoint) and Google applications.
• Excellent judgment in managing daily administrative activities
• Ability to handle confidential documents and communications. 
• Experience and ability to adapt to changing priorities, to work independently with frequent changes in workload, set priorities, and organize own work. Demonstrated ability to take initiative, assume responsibility and remain flexible in a fast-paced environment with competing priorities.
• Strong skills in providing excellent customer-focused administrative support. 
• Ability to anticipate and identify service needs and develop solutions.  
• Demonstrated ability to use creativity and problem solving skills to meet support needs. 
• Excellent interpersonal and communications skills both verbal and written.  
• Ability to act as point of contact and interact effectively and professionally with a wide variety of internal and external contacts at various levels.
• Able to function effectively as a team member.
• Demonstrated understanding and/or knowledge of video conferencing systems (e.g., Zoom, other web-conferencing services), A/V equipment, etc.
• Strong organizational and planning skills, including comprehensive scheduling and calendaring experience.

Desired Qualifications:

• Experience with Lab/UC policies, processes and their systems.
• Knowledge of LBNL, DOE, and UC policies and procedures.

Please submit your application by April 19, 2024 with the following application materials:

• Resume
• Cover Letter

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 for this position is $70,056.00 - $118,236.00. The budgeted salary range that the Lab reasonably expects to pay for this position is $84,072.96 - $92,830.56. Salary offers will be commensurate with the final candidate’s qualification and experience, including skills, knowledge, relevant education, and certifications, and 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.

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.