We're looking for an Administrator to join our team and support the Energy Technologies Area (ETA) Office! A successful candidate thrives in a fast-paced and challenging environment, is an independent thinker and is a strong communicator. In this exciting role you will be working under the general direction of the Senior Administrator and will provide complex and high level administrative support to the Area Office Senior Management and its activities which will vary dependant upon business needs.
What You Will Do:
Take a principle lead in the management of the complex calendar for the ETA Area Deputy for Operations.
Manage all aspects of the 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. Assist the Sr. Administrator with managing the schedule of ETA's ALD.
Understand Senior Staff Members' operations, priorities, and responsibilities and use independent judgment to triage a broad range of scheduling issues and decide on a course of action.
Make all travel arrangements for the ALD using a high degree of discretion, anticipation, organization and thorough knowledge of travel policies, while interfacing with staff throughout LBNL, Lab Directorate, University of California, DOE and other key contacts.
Coordinate with the Travel Department to ensure compliance with all LBNL policies. Prepare travel expense reports in a timely manner, and in accordance with LBNL expense reporting policies and processes.
Prepare for upcoming travel, anticipating travel needs and addressing compliance issues in a timely manner.
Manage, coordinate and execute independently all aspects of logistics for high-level meetings and visiting delegations for both on-site and off-site meetings, including preparation of agendas, meeting materials, and presentations to ensure all required documentation and information are received correctly and in a timely manner and conform to ETA branding.
Secure room reservations, catering orders, event approvals, site access for visitors and handling the audio/visual arrangements.
Oversee projects that are often sensitive, confidential, of a complex nature and/or time critical, and will frequently require initiative in gathering information, assembling and analyzing the information, and determining appropriate responses to certain issues.
May require access to confidential information that senior management may need for meeting or conferring purposes or for processing grievances.
Serve as point of contact on complex matters.
Initiate and respond to requests/inquiries on behalf of the ETA Directorate; tracking impending deadlines and complex action items; and keeping abreast of ongoing activities and commitments.
Support the Sr. Administrator in triaging a broad range of management and administrative issues within the ETA Directorate office, deciding on a course of action.
Support and assist with the coordination of communications flow among the senior management team.
Work collaboratively with staff of the four ETA divisions to provide a lead role in a wide variety of ongoing activities including meeting and event planning, scheduling, data gathering, and material preparation.
Serve as administrative back-up for the ETA Senior Administrator.
Participate actively in ETA quality, process improvement and re-engineering efforts.
Emphasize continuous improvement and best practices.
What is Required:
BA/BS desired and minimum of two to four years (or equivalent combination) of directly related experience providing administrative/executive assistant support to a senior manager, including demonstrated skills in organizing and managing multiple priorities and deadlines,including demonstrated ability to take initiative and anticipate, organize and deliver a wide array of administrative support services.
Experience arranging and rearranging complex travel, including interacting with travel agency, hotels and carriers; and processing travel approvals and expense statements.
Experience planning high level events.
Excellent judgment in managing daily activities, including scheduling and calendar management, handling of urgent matters, computer issues, etc.
Ability to screen and prioritize requests to determine items that require immediate attention, and initiative to redirect requests to other ETA staff for action as appropriate.
Ability to work in excess of a regular work week as needed
Strong skills in providing excellent customer-focused administrative support.
Demonstrated ability to exercise significant professional judgment and to take initiative, assume responsibility and remain flexible in a fast-paced environment with competing priorities.
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 skills as well as excellent communications skills both in verbal and written; experience collating, editing and formatting written and presentation materials.
Ability to act as point of contact and interact effectively with a wide variety of internal and external contacts at various levels.
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 ETA Management on logistical and other matters.
Strong experience in Microsoft Word, Excel, PowerPoint, calendar and email applications, and to produce professional quality, error-free documents, reports and presentations.
Intermediate understanding of standard computer applications, as well asvideo- conferencing and familiarity with common web-based tools.
Ability to handle sensitive and confidential information
Additional Desired Qualifications:
Knowledge of Requirements and Policies Manual (RPM) and applicable LBNL, DOE, and UC policies and procedures
The posting shall remain open until the position is filled, however for full consideration, please apply by close of business on November 13, 2017.
This is a full time career appointment.
Full-time, M-F, exempt (monthly paid) from overtime pay.
Salary is commensurate with 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 will be primarily performed at Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA.
Equal Employment Opportunity: Berkeley Lab is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. Berkeley Lab is in compliance with thePay Transparency Nondiscrimination Provisionunder 41 CFR 60-1.4. Clickhere to view the poster and supplement: "Equal Employment Opportunity is the Law."
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 13 Nobel prizes. The University of California manages Berkeley Lab for the U.S. Department of Energy's Office of Science.
Internal Number: 84193
About Lawrence Berkeley National Laboratory
In the world of science, Lawrence Berkeley National Laboratory (Berkeley Lab) is synonymous with excellence. Thirteen scientists associated with Berkeley Lab have won the Nobel Prize. Fifty-seven Lab scientists are members of the National Academy of Sciences (NAS), one of the highest honors for a scientist in the United States. Thirteen of our scientists have won the National Medal of Science, our nation's highest award for lifetime achievement in fields of scientific research. Eighteen of our engineers have been elected to the National Academy of Engineering, and three of our scientists have been elected into the Institute of Medicine. In addition, Berkeley Lab has trained thousands of university science and engineering students who are advancing technological innovations across the nation and around the world. Berkeley Lab is a member of the national laboratory system supported by the U.S. Department of Energy through its Office of Science. It is managed by the University of California (UC) and is charged with conducting unclassified research across a wide range of scientific disciplines. Located on a 200-acre site in the hills above the UC Berkeley campus that offers spectacular... views of the San Francisco Bay, Berkeley Lab employs approximately 4,200 scientists, engineers, support staff and students. Its budget for 2011 is $735 million, with an additional $101 million in funding from the American Recovery and Reinvestment Act, for a total of $836 million. A recent study estimates the Laboratory's overall economic impact through direct, indirect and induced spending on the nine counties that make up the San Francisco Bay Area to be nearly $700 million annually. The Lab was also responsible for creating 5,600 jobs locally and 12,000 nationally. The overall economic impact on the national economy is estimated at $1.6 billion a year. Technologies developed at Berkeley Lab have generated billions of dollars in revenues, and thousands of jobs. Savings as a result of Berkeley Lab developments in lighting and windows, and other energy-efficient technologies, have also been in the billions of dollars. Berkeley Lab was founded in 1931 by Ernest Orlando Lawrence, a UC Berkeley physicist who won the 1939 Nobel Prize in physics for his invention of the cyclotron, a circular particle accelerator that opened the door to high-energy physics. It was Lawrence's belief that scientific research is best done through teams of individuals with different fields of expertise, working together. His teamwork concept is a Berkeley Lab legacy that continues today.