Department Administrator

At Lawrence Berkeley National Laboratory (LBNL), we’re here for the same mission – to bring science solutions to the world.  Join our team and YOU will play a supporting role in our goal to address global challenges!

We are hiring a full-time Administrator within the Office of the Chief Financial Officer (OCFO) which is an important role for supporting the finance and accounting operations.

In this fast-paced role, you will manage general administrative services for one or more OCFO departments. You will have the opportunity to independently manage, plan and oversee moderately complex and varied operational and administrative tasks and activities. In this role you will apply initiative and judgment in accomplishing effective resolution of moderately complex issues. The Administrator interacts with personnel at all levels within the division and occasionally outside the division including C-level executives.

What You Will Do:

Support to one or more OCFO departments which may include Controller’s Office and/or the Budget Office

• Manage all aspects of the Department Heads’ schedule, commitments, and travel arrangements using a high degree of discretion, diplomacy, anticipation and organization, interfacing with Lab Directorate, University of California, DOE and other key contacts, and preparing agenda and meeting materials. Understand the Department Heads’ 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 e-mail under the Department Heads’ signatures to both internal and external recipients. 

• Prepare and/or coordinate preparation and compilation of presentations, reports and other material in support of Department Heads’ or 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 document and conforms to OCFO and department branding. 

• Provide check entry and signature authority certification support to General Accounting office.

Office Management/ Department Support

• Work collaboratively with department managers and staff 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, trainings, peer-reviews, etc. 

• Track and manage action items for department managers, coordinate and support communications flow among senior management team. 

• Organize and maintain department electronic and paper files and ensure that the appropriate department staff responds to critical deliverables in a timely manner. 

• Manage HR and Payroll functions and activities related to recruitment and hiring of employees, and processing of contract workers and affiliates. 

• Manage the collection and reporting of departments’ off-site training for DOE conference approval. 

• Coordinate the installation of new or upgraded telephone and data processing equipment. Monitor telephone charges. Keep informed of telephone and data services available and coordinate with Telephone Services or LBNL Network Operations to find solutions to operational requirements. 

• Coordinate and plan the use of available office space throughout the year – particularly during peak periods to meet additional staffing needs. Coordinate office relocations. 

Miscellaneous Administrative Support: 

• 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 re-engineering efforts. 

• 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 point of contact and interact effectively with a wide variety of internal and external contacts at various levels. Calm, professional appearance and demeanor and 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 Calendar and gMail applications, 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.

Desired Qualifications:

• Thorough understanding of DOE, LBNL, UC and Division policies, procedures and systems.

• Working knowledge of LBNL financial and HR systems.

Notes:

• 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 will be hired at a level commensurate with the business needs and the skills, knowledge, and abilities of the successful candidate.

• Salary for this position 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. The budgeted annual salary range is $72,523-$85,356. 

• 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.

• This position is eligible for a hybrid work schedule - a combination of teleworking and performing work on site at Office of the Chief Financial Officer (OCFO) — Bldg. 971, 6401 Hollis St., Emeryville, CA. Work schedules are dependent on business needs. Individuals working a hybrid schedule must reside within 150 miles of Berkeley Lab.

Learn About Us:

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 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.