Administrator (Advanced Light Source Upgrade)

Lawrence Berkeley National Laboratory•Berkeley, CA

3h•$94,920 - $122,760•Hybrid

About The Position

Lawrence Berkeley National Lab’s (LBNL) Advanced Light Source (ALS) Division has an opening for an Administrator to support the Advanced Light Source Upgrade Project (ALS-U). The ALS is a world-leading X-ray research facility used by scientists to study materials, energy technologies, biological systems, and other areas of science. The ALS-U Project is modernizing the facility with next-generation capabilities that will support scientific discovery for years to come. In this exciting role, you will provide professional administrative and operational support to ALS-U Project leadership and team members. This role will support project activities, including coordinating meetings, travel, procurement, onboarding and offboarding, office and space needs, visitors, records, and administrative workflows. The ALS-U is committed to inclusion, stewardship, and accountability and seeks a talented administrative professional to contribute to a respectful working environment. The Advanced Light Source is a U.S. Department of Energy (DOE) Office of Science national scientific User Facility that produces exceptionally bright soft and hard x-ray, ultraviolet, and infrared light. With a strong scientific reputation, expert staff, and advanced capabilities, the ALS attracts thousands of academic and industrial users each year in condensed matter and quantum materials, energy sciences, biosciences, earth and planetary sciences and more. The ALS is 1 of 5 Berkeley Lab User Facilities that serve 15,000 users annually. Co-located with the Molecular Foundry, NERSC supercomputing center, and Berkeley Lab's materials, chemical sciences, biosciences, and other divisions, the ALS provides an ideal collaborative environment for innovative scientific discoveries. The ALS is a global leader in soft x-ray science, and aims to maintain its leadership with ALS-U, a major project to upgrade the facility to a fourth-generation light source. This upgrade will position the facility among the brightest soft x-ray light sources in the world, offering capabilities that no other facility can provide.

Requirements

A minimum of 5 years of relevant experience providing administrative and operational support to senior-level management in a professional, academic, or research environment.
Experience delivering high-level administrative support, encompassing email correspondence, calendar management, scheduling, travel coordination, expense reports, meeting planning, project coordination, data management, report generation, and navigating complex computerized systems.
Experience providing executive level and project management-oriented support using prominent cloud-based software platforms and applications, including Google Workspace, MS Office Suite, and Zoom video conferencing on Mac or PC platforms.
Experience designing and maintaining tracking systems, databases, spreadsheets, and work processes to manage data accurately and improve efficiency.
Demonstrated analytical skills, including the ability to proactively identify a wide range of issues, problem-solve, develop creative solutions, and recommend alternative approaches.
Exceptional organizational skills, showcasing the ability to manage competing priorities, meet deadlines, take initiative, and adapt quickly to changing work priorities.
Demonstrated commitment to high-quality customer service and the ability to build and maintain effective, professional working relationships at all levels and across multifunctional teams.
Excellent written communication skills, with a history of producing professional, error-free emails, documents, reports, and presentations.
Proven oral and interpersonal skills, including the ability to maintain professionalism, discretion, and confidentiality while interfacing with personnel at all organizational levels, internally and externally.
Demonstrated ability to interpret policies and procedures, develop recommendations, implement process improvements, and manage moderately complex to complex, sensitive, and time-critical assignments.

Nice To Haves

A Bachelor’s Degree (or equivalent knowledge/training) in Business Administration, Communication, or a related field.
Experience with Jira, Confluence, Smartsheet, Slack, Windchill, Adobe and/or comparable workflow, project, document-control, and collaboration systems.
Experience with Berkeley Lab administrative systems and policies, including requisition/procurement (including subcontracts), events, report coordination, travel, timekeeping, and financial management.
Experience supporting scientific, technical, or research programs.
Knowledge of Berkeley Lab, the University of California (UC), the Department of Energy (DOE), and/or local, state, and federal policies, procedures, and regulations.

Responsibilities

Serve as a primary point of contact for assigned administrative and operational support to ALS-U leadership and project team members.
Coordinate calendars, scheduling, meetings, project reviews, workshops, conferences, retreats, and other events, including participants, agendas, meeting materials, rooms, audiovisual support, required approvals, registration, travel, lodging, food service, internal and external coordination, and follow-up actions.
Provide comprehensive travel support in accordance with Berkeley Lab and the Department of Energy (DOE) requirements, including travel authorizations, cost estimates, conference approvals, itineraries, reservations, and expense reports.
Support procurement-related administrative processing by preparing and routing requisitions and documentation, tracking status, and coordinating routine issue resolution with the Lab’s Procurement Office and project requestors.
Coordinate onboarding, offboarding, visitor logistics, and routine administrative processing for employees, affiliates, matrixed staff, and visitors, working with HR, supervisors, IT, Security, and other Lab organizations as needed.
Coordinate office and cubicle assignments, relocations, equipment setup, property, site access, facility, and occupant needs while maintaining accurate assignment and status records.
Use Jira, Confluence, Smartsheet, Google Workspace, Slack, Windchill, and other Lab systems to submit, route, track, maintain, and report administrative requests, workflows, and records.
Coordinate routine administrative business processes, including invoice/payment support, time-reporting coordination, office supplies and equipment, and other operational needs.
Research, interpret, and apply established Laboratory policies, practices, and procedures.
Evaluate administrative workflows and identify opportunities to improve efficiency, consistency, and service delivery.