In this exciting role, you will be an integral team member of the newly awarded National Alliance for Water Innovation (NAWI) - An Energy Innovation Hub led by Berkeley Lab, along with three other U.S. Department of Energy (DOE) national laboratories, to address water security issues in the United States.
Reporting to the NAWI Finance and Compliance Manager, the NAWI Sr. Administrative Business Partner must possess a broad range of advanced administration and technical experience; project positive energy, is highly talented, innovative, and is a demonstrated flexible team player. Supporting the NAWI Program, its Executive Director, Research Director, Finance and Compliance Manager, and other senior members of the team, the incumbent must bring extensive expertise demonstrating the capacity to effectively support large team-based science efforts and a myriad of special projects using a variety of administration and communication tools. Impeccable communications and interpersonal skills; strong organizational capabilities; and a proactive stance toward recommending solutions of a complex nature are also critical factors for success.
You will coordinate and provide a comprehensive range of specialized administrative support. Your work has a high level of consequence and impact on the image and operations of the NAWI and therefore must exercise judgment and initiative of the various tasks and projects of the office, as well as Berkeley Lab policies, procedures, and protocol. You will independently triage, plan and manage administrative activities and services for the Executive Director, and other members of the team. Incumbent represents the Executive Director in a broad range of communication and coordination activities involving laboratory management, DOE, other federal agencies, national laboratories, universities, and private research institutions, and provides administrative support for NAWI program development activities for a select group of PIs. Projects are often sensitive, confidential, and time critical. Provides continual analysis of emerging work demands in areas of assigned responsibility and develops systems and solutions as necessary.
What You Will Do:
Serve as the key administrative advisor to the Executive Director, independently respond and triage a broad range of complex and sensitive emails; develop and recommend solutions to complex problems; determine the appropriate course of action and delegate and execute accordingly.
Exercise tact, discretion and diplomacy to ensure concise and effective communications and understanding with a diverse staff at all levels; manage internal/external inquiries and requests regarding information of a complex nature. On behalf of the Executive Director, interact with internal and external personnel on significant issues requiring coordination across organizational lines, including LBNL management, collaborating institutions, DOE, and industry.
Apply advanced techniques, concepts and methods, initiate and independently take the lead in managing the Executive Director's management activities and highly complex and frequently shifting calendar, including oversight and tracking of key tasks and priorities, taking care to ensure the Executive Director is abreast of ongoing activities, email requests and commitments, and sufficient work blocks are incorporated into his schedule to meet encroaching priorities as well as research. Anticipate and resolve logistical issues that may arise given the Executive Director's extremely busy schedule and rapidly changing priorities; develop and maintain a core calendar that balances meeting requests and Executive Director's needs for research and processing; provide necessary information for meetings and events; assist the Executive Director in preparing materials for meetings on a daily basis. Follow up on a wide range of diverse, high-level issues, assisting in the delegation and/or completion of critical actions in a comprehensive and timely manner.
Manage, arrange, and coordinate from inception to close-out the Executive Director's complex domestic/international travel which may include multi-purpose/multi-facet itineraries.
Oversee the administrative activities to ensure the provision of timely and effective administrative service in all areas, including webinars, meetings, personnel activities, and other NAWI office activities.
Work closely with the Executive Director, NAWI executive team, and HR Center staff to help plan and coordinate the recruitment of new positions into the Program.
Oversee the full range of event coordination and management, which may include travel. Develop and track schedules and oversee a variety of deliverables; such as scientific presentations, posters, and media materials.
Maintain a current understanding of the activities and issues for NAWI and exercise leadership as needed.
In collaboration with the NAWI Communications Lead, schedule and execute program webinars. This includes scheduling with speakers and panelists, dry run with NAWI Executive Director, review of presentation materials by Technology Manager, communicating announcements, posting an invitation to the events page on website/embedding recording to website afterward, follow up with community members, management of surveys.
Serve as a point of contact and under general direction manage outside inquiries and requests regarding information of a moderate nature for the NAWI Project.
Work collaboratively with other administrative staff and key resources to ensure optimal efficiency and effectiveness of administration processes.
Support the full range of event coordination and management, which may include travel. Develop and track schedules and oversee a variety of deliverables; such as scientific presentations, posters, and media materials.
Oversee the administrative activities to ensure provision of timely and effective administrative service, including webinars, meetings, workshops, conference booths, personnel activities, and other NAWI office activities.
Additional Responsibilities as needed:
Travel to various venues for meetings, conferences, and booth coordination/management, which may include international travel
Additional ad hoc administration: procurement, shipping, general office administration
What is Required:
BA/BS degree with a minimum of 4-6 years of related experience, or an equivalent combination of education and experience.
Substantial advanced level experience providing administrative and project administration support to senior management
Basic skills and professional concepts of the operational functions including project planning, budgeting, scheduling, and information tracking
Excellent organizational skills
Moderate experience organizing and developing technical scientific reports
Ability to work productively under pressure and tight deadlines
Sensitivity to diversity issues in a project environment
Experience handling sensitive and confidential information with discretion.
Ability to work in a deadline oriented, fast paced environment while independently and effectively establishing and changing workload priorities in a shifting work environment using initiative, sound judgment, and understanding of the tasks.
Excellent composition and language skills with the ability to compose complex and/or sensitive business correspondence; edit material that may include technical language; proofread own and other's work; and submit high quality final documents.
Exceptional interpersonal skills and ability to communicate effectively with staff at all levels of the organization.
Familiarity with policies, procedures, and practices in administrative areas of responsibility such as event coordination and document preparation and submission.
Advanced proficiencies using the full range of Google Suite applications and Microsoft Office Suite (Word, Excel, and PowerPoint).
Valid driver's license to occasionally drive people to meetings.
Experience working in a scientific, technology, or research environment.
Familiarity with social media and collaboration tools (e.g. Teamwork, Box, Zoom, etc.)
Demonstrated ability to assess advisability for early adoption of new technology tools as they are introduced.
An understanding of Earth and Environmental Sciences terms and vocabulary.
Solid understanding of LBNL, DOE, and UC policies, procedures, and protocol.
This is a full-time career appointment, exempt (monthly paid) from overtime pay.
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.
Diversity, equity, and inclusion are core values at Berkeley Lab. Our excellence can only be fully realized by faculty, students, and staff who share our commitment to these values. Successful candidates for our faculty positions will demonstrate evidence of a commitment to advancing equity and inclusion.
Work will be primarily performed at Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA.
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. Clickhere to view the poster and supplement: "Equal Employment Opportunity is the Law."
Lawrence Berkeley National Laboratory encourages applications from women, minorities, veterans, and other underrepresented groups presently considering scientific research careers.
Internal Number: 91748
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.