Administrator (Office of the Chief Financial Officer)
Lawrence Berkeley National Laboratory
February 10, 2018
Bay Area, California
Berkeley Lab's Office of the Chief Financial Officer (OCFO) is looking for an Administrator to join their dynamic team and provide general administrative services and support to the Lab's Budget Officer, Controller, and each of their departments including approximately 60 employees. In this role, you will be responsible for independent management, planning, and oversight of moderately complex and varied operational and administrative tasks and activities. This role reports to the Talent & Workplace Services Manager and will apply initiative and judgment in accomplishing effective resolution of moderately complex issues while interacting with personnel at all levels both internal and external to the organization.
Manage all aspects of the Department Heads' schedule, commitments, and travel arrangements using a high degree of discretion, diplomacy, anticipation, and organization.
Interface with Executives both internal and external to the organization.
Exercise significant professional judgment and use independent initiative to review and triage incoming correspondence.
Compose correspondence and send out e-mail under the Department Heads' signatures to both internal and external recipients.
Prepare and/or coordinate agenda, presentations, reports, and meeting materials in support of Department Heads' or senior management activities and meetings.
Work collaboratively with department managers and staff serving in a lead role in a wide variety of ongoing activities including meeting and event planning and scheduling, data gathering, material preparation, travel, and purchasing.
Arrange logistics for off-site meetings and events, such as quarterly all-hand meetings, trainings, peer-reviews, etc.
Manage HR and Payroll functions and activities related to recruitment and hiring of employees, and processing of contract workers and affiliates.
Oversee the departments' and division's monthly and weekly time reporting in the Laboratory Employee Time System (LETS).
Partner with Human Resources to coordinate the annual performance review process, including designing, managing, and troubleshooting the shared repository, training supervisors, managing communications, workflow and tracking, and ensuring compliance with HR requirements.
Manage the collection and reporting of departments' off-site training for DOE conference approval.
Coordinate the installation of new or upgraded telephone and data processing equipment.
Actively participate quality process improvement and re-engineering efforts.
Serve as administrative backup for other OCFO administrative staff.
A minimum of 4 years of directly related experience providing administrative/executive assistant support to a Senior Manager(s), Leader, Executive, or similar.
Experience arranging and rearranging travel, including interacting with a travel agency, hotels and carriers, and the processing of travel approvals and expense statements.
Solid understanding and working knowledge of Microsoft Word, Excel, PowerPoint, Gmail, Google Calendar, Google Docs, and the ability to produce professional quality, error-free documents, reports and presentations.
Demonstrated experience working both independently and collaboratively with the ability and know how to establish priorities that ensure timely completion of multiple, often interdependent activities.
Excellent interpersonal, customer focused, written, and verbal communication skills with the ability serve as a point of contact and interact effectively with a wide variety of internal and external personnel at various levels.
Strong experience managing daily activities including scheduling and calendar management, handling of urgent matters, computer issues, etc.
Demonstrated ability to screen and prioritize requests using sound judgment to determine items that require immediate attention, and initiative to redirect requests to other staff for action as appropriate.
Demonstrated experience anticipating, identifying, and independently developing creative solutions using problem solving skills to meet support needs.
Current California driver's license.
Ability to lift 10-20 lbs.
Additional Desired Qualifications:
Thorough understanding of Department of Energy (DOE), Lawrence Berkeley National Lab (LBNL), University of California (UC) and Office of the Chief Financial Officer (OCFO) Division policies, procedures, and systems.
Working knowledge of LBNL financial management system (FMS) and Human Resources (HR) system.
The posting shall remain open until the position is filled, however for full consideration, please apply by close of business on February 22, 2018.
This is a full time career appointment.
Full-time, M-F, exempt (monthly paid) from overtime pay.
Salary is commensurate with experience.
This position may be subject to a background check. Any convictions will be evaluated to determine if they directly relate to the responsibilities and requirements of the position. Having a conviction history will not automatically disqualify an applicant from being considered for employment.
Work will be primarily performed at Office of the Chief Financial Officer (OCFO) — Bldg. 971, 6401 Hollis St., Emeryville, CA.
Learn About Us:
Berkeley Lab (LBNL) addresses the world's most urgent scientific challenges by advancing sustainable energy, protecting human health, creating new materials, and revealing the origin and fate of the universe. Founded in 1931, Berkeley Lab's scientific expertise has been recognized with 13 Nobel prizes. The University of California manages Berkeley Lab for the U.S. Department of Energy's Office of Science.
Working at Berkeley Lab has many rewards including a competitive compensation program, excellent health and welfare programs, a retirement program that is second to none, and outstanding development opportunities. To view information about the many rewards that are offered at Berkeley Lab- Click Here.
Equal Employment Opportunity: Berkeley Lab is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. Berkeley Lab is in compliance with the Pay Transparency Nondiscrimination Provision under 41 CFR 60-1.4. Click here to view the poster and supplement: "Equal Employment Opportunity is the Law."
Internal Number: 84564
About Lawrence Berkeley National Laboratory
In the world of science, Lawrence Berkeley National Laboratory (Berkeley Lab) is synonymous with excellence. Thirteen scientists associated with Berkeley Lab have won the Nobel Prize. Fifty-seven Lab scientists are members of the National Academy of Sciences (NAS), one of the highest honors for a scientist in the United States. Thirteen of our scientists have won the National Medal of Science, our nation's highest award for lifetime achievement in fields of scientific research. Eighteen of our engineers have been elected to the National Academy of Engineering, and three of our scientists have been elected into the Institute of Medicine. In addition, Berkeley Lab has trained thousands of university science and engineering students who are advancing technological innovations across the nation and around the world. Berkeley Lab is a member of the national laboratory system supported by the U.S. Department of Energy through its Office of Science. It is managed by the University of California (UC) and is charged with conducting unclassified research across a wide range of scientific disciplines. Located on a 200-acre site in the hills above the UC Berkeley campus that offers spectacular... views of the San Francisco Bay, Berkeley Lab employs approximately 4,200 scientists, engineers, support staff and students. Its budget for 2011 is $735 million, with an additional $101 million in funding from the American Recovery and Reinvestment Act, for a total of $836 million. A recent study estimates the Laboratory's overall economic impact through direct, indirect and induced spending on the nine counties that make up the San Francisco Bay Area to be nearly $700 million annually. The Lab was also responsible for creating 5,600 jobs locally and 12,000 nationally. The overall economic impact on the national economy is estimated at $1.6 billion a year. Technologies developed at Berkeley Lab have generated billions of dollars in revenues, and thousands of jobs. Savings as a result of Berkeley Lab developments in lighting and windows, and other energy-efficient technologies, have also been in the billions of dollars. Berkeley Lab was founded in 1931 by Ernest Orlando Lawrence, a UC Berkeley physicist who won the 1939 Nobel Prize in physics for his invention of the cyclotron, a circular particle accelerator that opened the door to high-energy physics. It was Lawrence's belief that scientific research is best done through teams of individuals with different fields of expertise, working together. His teamwork concept is a Berkeley Lab legacy that continues today.