Administrator

Lawrence Berkeley National Lab’s (LBNL ) ESnet has an opening for an Administrator 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.  

The administrative team are partners in providing expert knowledge and business solutions that enable ESnet on-site and remote staff to perform their best work. As a crucial member of that team, you will perform a broad range of complex and diverse administrative tasks, carefully monitoring action items and making day-to-day administrative decisions in a fast-paced and busy environment. You will play a pivotal role in providing moderate to complex administrative support, leveraging your analytical skills and experience to execute and streamline business processes for all staff. You’ll work independently and proactively to resolve evolving situations quickly and efficiently, consistently exercising a high level of professional judgment. Your effective communication skills will be put to good use, ensuring seamless coordination and collaboration with a diverse range of professionals. 

What You Will Do:

• Understand the administrative needs, priorities, and requests of ESnet staff members and apply independent judgment to prioritize, anticipate, and support their requests.  Examples of support requests include but are not limited to calendaring, purchasing requests, timekeeping, requesting visitor/guest access, asset management, updating publications, onboarding and offboarding employees, and coordinating office space. 
• Demonstrate leadership along with a high level of professionalism, diplomacy, and discretion when dealing and communicating with staff at all organizational levels and external stakeholders. 
• Skillfully manage travel arrangements for 120+ staff and other personnel as needed, overseeing complex domestic and international travel logistics, detailed itineraries, and changes to travel plans.
• Assist with planning, coordinating, and executing complex events, meetings, programmatic initiatives, workshops, and conferences, including budget development and tracking, audio/visual arrangements, registration, travel, note-taking, and catering.
• Update and maintain sophisticated computerized information systems for communicating, tracking and reporting purposes (e.g. Google Calendar/Mail/Drive/Docs, ServiceNow, Jira, Confluence).
• Prepare, compile, and coordinate materials for important meetings, utilizing judgment to determine necessary documents and information, required attendees, and disseminating crucial information in advance.
• Assist in evaluating and updating content for administrative reference guides. 
• Establish a communication network with administrative staff from other divisions and CS Area staff to foster collaboration and cooperation.

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.
• Develop procedures, resources, and recommendations for moderately to complex administrative tasks to meet the needs of ESnet staff members, suggesting improvements as needed.
• Under general supervision, 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.
• Act as administrative backup for the administrative staff when needed.

What is Required:

• A minimum of 3 years of relevant administrative experience supporting leadership team members in a large, complex technical, or operations environment.
• 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, procurement contract administration, and navigating complex computerized systems.
• Proficiency in using most prominent  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.
• Demonstrated written communication skills, with a history of producing professional, error-free emails, documents, reports, and presentations.
• Exceptional organizational skills, showcasing the ability to manage competing priorities, meet deadlines, take initiative, and adapt quickly to changing work priorities.
• Proven interpersonal skills, including ability to maintain professionalism, discretion, and confidentiality while interfacing with personnel at all organizational levels, internally and externally.
• Ability to work independently, proactively, 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  communications, both verbal and written.
• Ability to follow, analyze, and interpret complicated policies and procedures in a timely, careful, and efficient manner.
• Valid driver’s license

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 $5,838 to $9,853 per month and is expected to pay between a targeted range of $6,567 to $8,027 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 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.