Administrator (Engineering Division)

Berkeley Lab•Berkeley, CA

1d•Hybrid

About The Position

Berkeley Lab’s (LBNL) Engineering Division is hiring an Administrator to serve as a trusted partner to leadership, helping drive the administrative, operational, and organizational activities that keep complex programs moving forward. Working in a fast-paced environment, you will manage competing priorities and provide high-level administrative support that enables division success. Reporting to the Senior Supervisor of Administrative Services, this role will serve as a key resource to Division Leadership by coordinating critical processes, drafting executive communications, planning meetings and events, coordinating financial and procurement activities, and driving office operations. You will have the opportunity to provide guidance to administrative support staff and build strong partnerships across the Laboratory and with external stakeholders to ensure efficient, compliant, and effective operations. This position has an anticipated start date of August 3, 2026. If you are a current or former Berkeley Lab employee experiencing technical difficulties with submitting your application, please contact [email protected]. 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! Have a high level of impact and work for an organization associated with 17 Nobel Prizes!

Requirements

A minimum of 4 years of relevant experience providing administrative and operational support to senior-level management in a professional, academic, or research environment.
Demonstrated 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 Applications Suite, MS Office Suite, Smartsheet, Jira, Adobe Acrobat, and Zoom video conferencing on Mac or PC platforms.
Experience with event planning, including the planning, coordination, and execution of high-level events, executive meetings, and organizational functions, ensuring seamless logistics, effective stakeholder engagement, and alignment with organizational goals for both in-person and virtual environments.
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.
Demonstrated problem-solving skills, with the ability to assess a wide range of issues, develop creative solutions, and recommend alternative approaches.
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.
Outstanding customer-focused administrative support, characterized by diplomatic and professional interactions with both internal and external customers.

Nice To Haves

A Bachelor’s Degree (or equivalent knowledge/training) in Business Administration or a related field.
Experience supporting executive leadership, senior management, or large organizational units.
Experience working in a research, higher education, government, or similarly complex organizational environment.
Experience with Berkeley Lab systems and tools (LETS, FMS, Trex, RezDesk, Cognos, etc.)
Knowledge of Berkeley Lab, the University of California (UC), the Department of Energy (DOE), and/or local, state, and federal policies, procedures, and regulations.
Knowledge of website content management, digital communications, and social media platforms.
Ability to work evenings and/or weekends as needed.
Ability to develop and maintain spreadsheets, databases, and tracking systems to support business operations.

Responsibilities

Provide high-level administrative support to Division Leadership.
Provide meeting support and related administrative activities for division personnel and visitors.
Design and prepare presentation materials, briefing documents, and other communication resources.
Develop event plans, coordinate logistics, manage schedules, monitor budgets, and ensure compliance with applicable policies and procedures.
Coordinate procurement activities, including processing requisitions and supporting consultant and service contract actions in accordance with Laboratory policies and procedures.
Generate reports and analyze administrative and financial information to support decision-making and operational needs.
Develop, maintain, and update division website content, internal communications to support organizational communication objectives.
Partner with Financial Analysts and other business professionals to facilitate transactions, track expenditures, and resolve administrative issues.
Serve as liaison between Human Resources and Division management to facilitate routine personnel actions, including recruitment, hiring, promotions, reclassifications, affiliate appointments, employee separations, and other workforce-related processes.
Serve as a Work Lead for administrative support staff by coordinating assignments, providing guidance, sharing best practices, and assisting with administrative projects.