Administrator

Lawrence Berkeley National Laboratory•Berkeley, CA

3h•Onsite

About The Position

Lawrence Berkeley National Lab’s (LBNL) Advanced Light Source (ALS) Division has an opening for an Administrator. Working under the general supervision of the ALS Business Manager, this onsite role provides comprehensive administrative support to the Advanced Light Source safety and work planning teams by handling a broad range of moderately complex duties in a fast-paced environment, including tracking action items; preparing and maintaining safety documentation; coordinating meetings, reviews, tests, inspections; managing calendars and email distribution lists; and supporting routine issue resolution and policy compliance in alignment with Berkeley Lab and ALS policies, professional standards, and evolving program needs. 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 one of five 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, it 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

BA/BS degree preferred and/or minimum of 4 years related experience or an equivalent combination of education and experience in providing administrative support for a wide range of functions to senior-level management in a large/complex department or division.
Experience in successfully managing logistical arrangements for meetings, reviews, and team coordination.
Demonstrated experience in complex database entry and management.
Experience and flexibility as a team player, either as a team lead or a team member.
Ability to accurately analyze, interpret, and communicate institutional policies.
Excellent time-management and task-management skills.
Excellent written and verbal communication skills.
Efficiently learn and adapt to new technologies and software applications.
Develop, organize, and prepare error-free materials and reports.
Design and create spreadsheets to accurately track and manage data.
Ability to work well and stay focused in an environment with a variety of interruptions and distractions.
Proactively anticipate customer needs and actively listen.
Establish and maintain cooperative working relationships across multi-functional groups.
Demonstrated ability to solve creative problems, suggesting new ways of providing excellent internal and external customer service.
Proficiency with computers and standard business software.
Exceptional attention to detail with strong follow-through and reliability.
Strong interpersonal skills, with the ability to interact productively with a broad range of internal and external personnel in the Lab.
Experience handling sensitive information and data with a high level of confidentiality.
Ability to work effectively in an onsite environment.

Nice To Haves

Experience in a DOE National Laboratory environment.
Experience working with scientific staff, technical staff, and people from diverse geographic backgrounds.
Excellent project management and customer service skills.
Demonstrated experience and discretion when interacting with a variety of individuals and organizations, including Lab Management, DOE, and subcontractors.
Moderate to advanced knowledge using Google collaborative tools such as Google Mail, Google Calendar, Google Docs, Google Sites, Google Drive. Experience with Microsoft Office Suite (Excel, Word, PowerPoint), Adobe Acrobat, and Smartsheet.
Knowledge of DOE, LBNL, UC policies and procedures, and administrative and business practices and procedures.
Experience in reading scientifically technical prose.
Familiarity with cloud and web-based audio/video collaboration tools such as Zoom.
Intermediate capability in web content management.

Responsibilities

Coordinate review schedules, assist with preparation of documentation and review materials; take minutes; and track follow-up action items.
Schedule meetings and reviews, take minutes, gather action items to track.
Edit and format documents and slides, create charts and graphs using data supplied by the safety team, collect signatures and approvals, and prepare safety signage and checklists.
Support the facilitation of ALS procedure reviews by formatting documents, tracking review progress, sending reminders, uploading files, and becoming familiar with the ALS Safety Configuration Control (ASCC) software.
Manage schedule of the Annual Beamline Safety Inspections, follow up with inspectors to ensure timely completion, schedule meetings with line management and safety manager.
Collect and file completed tests documentation, scan files which require revision to shared drive, perform quality control of schedules and inventories.
Create new entries and manage existing entries into the Corrective Action Tracking List Database.
Become proficient in the ALS MAXIMO database for simple work order processes and support the ALS Work Planning team as necessary with Shutdown Work and Maintenance Planning (SWAMP) lists.
Input building work requests into the Facilities work request system on a backup basis for the ALS Work Planning team.
Assess, prioritize, track, and determine appropriate action on various requests and inquiries, ensuring timely completion.
Perform other administrative duties and special projects assigned by the ALS Business Manager.