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

Berkeley Lab•Berkeley, CA

9d•$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 serves as an administrative partner to scientific and operational leadership and staff, providing support for efficient operations and a safe, inclusive, and collaborative community. The work includes project coordination, meeting logistics, safety documentation and test records, database management, action-item tracking, and maintaining accurate, auditable records. The ALS is a U.S. Department of Energy Office of Science national scientific User Facility and a leading source of soft and hard x-ray, ultraviolet, and infrared light. The facility serves academic and industrial researchers across scientific fields. ALS-U is a major upgrade intended to provide next-generation capabilities and maintain the facility’s leadership in soft x-ray science. This is a full-time career appointment, exempt from overtime pay and represented by a union. The position is eligible for a hybrid schedule, with at least four onsite days per week at Lawrence Berkeley National Lab in Berkeley, California. Hybrid employees must reside within 150 miles of the Lab. The anticipated start date is December 1, 2026. The budgeted salary range is $94,920–$122,760 annually. Relocation assistance and visa sponsorship are not available, and candidates must be eligible to work in the U.S. at the time of hire. The position is subject to a background check.

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 cloud-based software platforms and applications, including Google Workspace, MS 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 alternative approaches.
Strong organizational skills and the ability to manage competing priorities, meet deadlines, take initiative, and adapt to changing work priorities.
Commitment to high-quality customer service and ability to build and maintain effective, professional working relationships at all levels and across multifunctional teams.
Excellent written communication skills and a history of producing professional, error-free emails, documents, reports, and presentations.
Strong oral and interpersonal skills, including the ability to collaborate 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.
Candidates must be eligible to work in the U.S. at the time of hire.

Nice To Haves

Bachelor’s degree (or equivalent knowledge or 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 (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 in accordance with Berkeley Lab and DOE requirements, including authorizations, cost estimates, conference approvals, itineraries, reservations, and expense reports.
Coordinate routine administrative business processes, including invoice and payment support, time reporting, office supplies and equipment procurement, 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 follow-up 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.