Administrator (Advanced Light Source - Safety & Work Planning Groups)

Lawrence Berkeley National Laboratory•Berkeley, CA

9h•$94,920 - $122,760•Hybrid

About The Position

Lawrence Berkeley National Lab’s Advanced Light Source (ALS) Division is hiring an Administrator to support its Safety and Work Planning groups and associated projects, including ALS-U. The Administrator provides comprehensive administrative and operational support to scientific and operational leadership and staff, helping maintain efficient operations and a safe, inclusive, and collaborative community. The work includes coordinating project activities, meetings, safety documentation and test records, databases, action-item tracking, and accurate, auditable records. The role supports the ALS, a DOE Office of Science national scientific User Facility and a global leader in soft X-ray science. The ALS-U project is modernizing the facility with next-generation capabilities. The position is a full-time career appointment, exempt from overtime pay, and is represented by a union. It is eligible for a hybrid schedule, with at least four onsite days per week at Lawrence Berkeley National Lab; hybrid employees must reside within 150 miles of the Lab. The anticipated start date is December 1, 2026.

Requirements

At least 5 years of relevant experience providing administrative and operational support to senior-level management in a professional, academic, or research environment.
Experience providing high-level administrative support, including email correspondence, calendar management, scheduling, travel coordination, expense reports, meeting planning, project coordination, data management, report generation, and use of complex computerized systems across multiple groups in a large organization.
Proficiency with Google Workspace, Microsoft Office Suite, and Zoom on Mac or PC.
Experience designing and maintaining tracking systems, databases, spreadsheets, and work processes to manage data accurately and improve efficiency.
Analytical skills, including proactively identifying issues, problem-solving, developing creative solutions, and recommending alternatives.
Strong organizational skills, including managing competing priorities, meeting deadlines, taking initiative, and adapting to changing work priorities.
Commitment to high-quality customer service and ability to build and maintain effective professional relationships across multifunctional teams and organizational levels.
Excellent written communication skills and a history of producing professional, error-free emails, documents, reports, and presentations.
Strong oral and interpersonal skills, including collaboration across teams and organizational boundaries with matrixed staff and internal and external stakeholders.
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

Bachelor’s degree or equivalent knowledge/training in Business Administration, Communication, or a related field.
Experience with Jira, Confluence, Smartsheet, Slack, Windchill, Adobe, or comparable workflow, project, document-control, and collaboration systems.
Ability to learn and apply new technologies, software, business systems, and processes.
Experience with Berkeley Lab administrative systems and policies, including requisition and procurement processes (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, the Department of Energy, and/or local, state, and federal policies, procedures, and regulations.

Responsibilities

Serve as the primary point of contact for administrative and operational support to the Safety and Work Planning groups.
Coordinate meetings, safety reviews, workshops, conferences, retreats, and other events, including scheduling, agendas, rooms, audiovisual support, approvals, registration, travel, lodging, materials, catering, and communications.
Coordinate travel according to Berkeley Lab and DOE requirements, including authorizations, cost estimates, conference approvals, itineraries, reservations, and expense reports.
Coordinate administrative business processes, including invoice and payment support, time reporting, procurement of office supplies and equipment, and other operational needs.
Attend key meetings and prepare detailed minutes documenting discussions, decisions, and outcomes.
Maintain action-item tracking systems and monitor follow-up through completion.
Prepare, format, edit, and maintain technical safety documents, procedures, presentations, checklists, charts, graphs, and signage.
Coordinate document reviews, signatures, approvals, uploads, and reminders.
Administer institutional databases and document-control systems, including CAMS and ASCC, ensuring accurate records, data integrity, and complete audit trails.
Coordinate Annual Beamline Safety Inspections with inspectors, line management, and the safety manager, including scheduling, documentation, and follow-up.
Use Google Workspace, Smartsheet, and other workflow tools to manage tasks, organize records, track safety data, and facilitate cross-functional communication.
Evaluate operational workflows and develop workflows, templates, and tracking systems to improve efficiency, consistency, and service delivery.
Organize, digitize, upload, and quality-check safety test records, schedules, inventories, and related documentation.
Conduct staff workstation evaluations and recommend standard ergonomic adjustments to promote comfort and workplace safety.
Maintain proficiency in the ALS Maximo database to provide backup work-order processing and support the Work Planning team by maintaining SWAMP lists.
Assist with building management, including coordinating access, facilities, and occupant needs.
Research, interpret, and apply Laboratory policies, practices, and procedures.