Senior Administrator

Berkeley Lab’s (LBNL) Biosciences Area Office (BSAO) has an opening for a Senior Administrator to join their Biosciences Area Operations Team.

In this exciting role, you will provide a high level of executive administrative support to the Division Director for the Molecular Biophysics and Integrated Bioimaging Division (MBIB). This position will provide coordination support of all division events and activities and direct day to day support to the Director including email correspondence, calendar management, scheduling, arranging and managing complex travel, expense reports, meeting planning and project coordination, tracking and data management, report generation, and procurement contract administration.

In addition, you will be responsible for a broad range of communication and coordination of activities in collaboration with other administrative and operational staff members across the Biosciences Area, Berkeley Lab, University of California (UC), the Department of Energy (DOE), federal & state agencies, and other national laboratories. 

This position has an anticipated start date of February 3, 2025.

What You Will Do:

• Provide direct day-to-day administrative support to the Division Director for the Molecular Biophysics and Integrated Bioimaging (MBIB) Division, serving as the main point of contact.
• Provide support with email correspondence, calendar management, scheduling, arranging and managing complex travel, expense reports, meeting planning and project coordination, tracking and data management, report generation, and procurement contract administration.
• Triaging a broad range of highly complex and often sensitive issues requiring confidentiality and discretion.
• Compose, draft, edit and prepare a broad range of communications including technical reports, presentations, monthly newsletter, etc. using appropriate computer applications. 
• Maintain calendars, set-up and coordinate calls, meetings, and events such as reviews, seminars, and retreats. 
• Coordinate complex domestic and international travel, manage travel reimbursements, and expense reports through the Lab’s internal systems. 
• Manage and purchase office equipment.
• Responsible for timekeeping in the Lab Employee Time System (LETS).
• Provide administrative support for projects and events.
• Collaborate with administrative staff members with survey creation and execution, website content maintenance, database creation, and video conference set-up. 

What is Required:

• A minimum of 5 years of relevant executive level administrative experience supporting members of a leadership team in large complex research, scientific, academic, or operations environment.
• Demonstrated experience providing high-level administrative support including email correspondence, calendar management, scheduling, arranging and managing complex travel, expense reports, meeting planning and project coordination, tracking and data management, report generation, and procurement contract administration.
• Significant experience using a variety of cloud-based software platforms and applications including MS Office Suite, Google Applications Suite, Adobe Acrobat, Salesforce, and Zoom video conferencing on a Mac or PC computer.
• Experience with large in person event planning including coordinating, scheduling, and budgeting, and the management of venues, vendors, travel, etc.
• Significant experience understanding, interpreting, applying, and practicing administrative policies and procedures related to travel, procurement, and event coordination.
• Strong analytical skills including experience identifying issues, problem solving, and recommending solutions.  
• Demonstrated written communication skills, including experience producing professional high-quality, error-free documents, reports, presentations, and monthly newsletters.
• Excellent organizational skills, including experience handling competing priorities, meeting deadlines, assuming responsibility, taking initiative, and responding quickly to changing work priorities.
• Demonstrated oral and interpersonal skills, including experience interfacing with all levels of personnel both internal and external to an organization with a high degree of professionalism, discretion, and confidentiality.

Desired Qualifications:

• A Bachelor's Degree (or equivalent training/knowledge) in Business or a related field.
• Knowledge of Berkeley Lab, University of California (UC), and/or Department of Energy (DOE) policies, procedures, and practices.
• Demonstrated ability to assist with video conference set-up, website content maintenance, and database creation.
• Valid driver’s license to transport materials/supplies between multiple locations.
• Ability to work evenings and/or weekends when necessary.

Notes:

• Application Deadline: For full consideration, please apply with a resume and cover letter describing your interest by January 5, 2025.
• Appointment Type: This is a full-time career appointment, exempt (monthly paid) from overtime pay.
• Salary Information: This position is expected to pay $85,572 - $117,672 per year for job code A40.3. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary will be commensurate with the final candidate’s qualification and experience, including skills, knowledge, relevant education, certifications, and aligned with the internal peer group.
• As a condition of employment, the finalist will be required to disclose if they are subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct, are currently being investigated for misconduct, left a position during an investigation for alleged misconduct, or have filed an appeal with a previous employer.
• Background Check: 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 Modality: This position is eligible for a hybrid work schedule - a combination of teleworking and performing work on site at Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA 94720. Work schedules are dependent on business needs. Individuals working a hybrid schedule must reside within 150 miles of Berkeley Lab.
• Relocation Assistance: This position is not eligible for relocation assistance.
• Eligibility: This position is not eligible for visa sponsorship now or in the future (e.g., H-1B, TN, STEM OPT, etc.). You must be legally authorized to work in the United States to be considered for this position.

Learn About Us:

Berkeley Lab (LBNL) addresses the world’s most urgent scientific challenges by advancing sustainable energy, protecting human health, creating new materials, and revealing the origin and fate of the universe. Founded in 1931, Berkeley Lab’s scientific expertise has been recognized with 16 Nobel prizes. The University of California manages Berkeley Lab for the U.S. Department of Energy’s Office of Science.

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.