Senior Administrator (Engineering Division)

Berkeley Lab•Berkeley, CA

1d•Hybrid

About The Position

Berkeley Lab’s (LBNL) Engineering Division is hiring a Senior Administrator to serve as a key partner to Division Leadership, supporting critical programs, operations, and strategic initiatives. This role performs and coordinates highly complex and sensitive administrative functions, requiring exceptional judgment, discretion, initiative, and the ability to navigate a dynamic environment. Reporting to the Senior Supervisor of Administrative Services, this role will serve as a trusted resource to management, planning, coordinating, and implementing a broad range of division-wide activities, including workforce administration, executive support, financial and procurement coordination, communications, event management, and special projects. You will research, interpret, and apply Laboratory policies and procedures to resolve complex issues to develop effective administrative solutions and ensure efficient operations. This position may also provide functional leadership, training, and guidance to administrative staff while serving as a key liaison between Division Leadership and internal and external stakeholders.

Requirements

A minimum of 7 years of relevant experience providing administrative and operational support to senior-level management in a professional, academic, or research environment.
Experience supporting senior management, executive leadership, or large organizational units.
Experience providing work direction, mentoring, training, or functional leadership to administrative staff or project teams.
Extensive experience delivering high-level administrative support, encompassing email correspondence, complex calendar management, scheduling, meeting planning, document management, travel coordination, expense reports, project coordination, data management, report generation, and navigating complex computerized systems in a fast-paced environment.
Advanced experience providing executive level and project management oriented support using prominent cloud-based software platforms, applications, and project management tools, including Google Applications Suite, MS Office Suite, and Zoom video conferencing on Mac or PC platforms.
Demonstrated experience interpreting applicable institutional policies and procedures, including procurement, equipment inventory, travel, space management, etc.
Exceptional organizational skills, showcasing the ability to manage competing priorities, meet deadlines, take initiative, and adapt quickly to changing work priorities.
Proven interpersonal skills, including experience in which one has had to maintain a high level of professionalism, diplomacy, discretion, and confidentiality while interfacing with personnel at all organizational levels, internally and externally.
Excellent written communication skills, with a history of producing professional, error-free emails, documents, reports, and presentations.

Nice To Haves

A Bachelor’s Degree (or equivalent knowledge/training) in Business Administration or a related field.
Experience working within a national laboratory, research institution, higher education, government, or similarly complex organization.
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.
Ability to work evenings and/or weekends as needed.

Responsibilities

Provide comprehensive administrative support to Division Leadership, serving as a trusted advisor on administrative and operational matters.
Manage highly complex calendars, schedules, commitments, and competing priorities involving multiple stakeholders and shifting business needs.
Draft, edit, and coordinate complex correspondence, reports, presentations, briefing materials, and communications on behalf of Division Leadership.
Lead the planning and execution of large-scale meetings, reviews, workshops, conferences, retreats, and special events involving internal and external stakeholders.
Develop project plans, schedules, budgets, and logistics while ensuring compliance with Laboratory policies and sponsor requirements.
Coordinate communications and interactions with senior Laboratory leadership, government sponsors, external organizations, academic institutions, and industry partners.
Serve as the primary administrative liaison between Human Resources and Division leadership regarding workforce planning and personnel actions.
Serve as division specialist for procurement and consultant service agreements, coordinating complex requisitions, approvals, and supporting documentation.
Partner with financial management staff to support budget administration, expenditure monitoring, forecasting activities, and resolution of financial and administrative issues.
Provide functional leadership, training, mentoring, and work coordination for administrative support staff.