Lawrence Berkeley National Lab's (LBNL) Earth & Environmental Sciences Area (EESA) has an exciting opportunity for a Senior Administrative Partner to become an integral member of the Energy Geosciences Division (EGD) Office and EESA's dynamic and friendly Operations family. The scientists within the Energy Geosciences Division are tackling some of the most pressing environmental and energy challenges of the 21st Century in order to enable sustainable stewardship and use of the Earth's resources.
The right candidate will possess strong executive administration and technical experience, project positive energy and team spirit, and is adept at leading special projects and initiatives from start to finish, in support of the Energy Geosciences Division Director's strategic research and management directions. Impeccable communications and interpersonal skills, strong organizational capabilities, and a proactive stance towards anticipating problems and recommending solutions are also critical factors for success.
Reporting to the EESA Research Administration Manager, you will serve as the key administrative lead who provides a comprehensive range of specialized executive administrative support to the Energy Geosciences (EG) Division Director and other members of the Division senior management, as well as provide research administration support to a dynamic portfolio of research programs and team science projects within EGD.
What You Will Do:
Serve as the key administrative advisor to the Division Director (DD) and senior management, independently respond to and triage a broad, complex range of Division and programmatic action items; develop and recommend solutions to complex problems; determine the appropriate course of action and delegate and/or execute accordingly.
Exercise tact, discretion, and diplomacy to ensure concise, effective communications and understanding with diverse staff and stakeholders at all levels - both internally and externally;
Apply advanced methods to independently manage the DD's highly complex and frequently shifting calendar, including tracking of key tasks/action items, taking care to ensure the DD is abreast of activities and commitments, and that sufficient work blocks are incorporated into his schedule to meet time-sensitive priorities. Anticipate and resolve logistical issues that may arise; provide the DD information and materials in advance to prepare for meetings and events.
Arrange and manage the DD's complex domestic/international travel - which may include multi-purpose/multi-faceted itineraries - from logistical inception to financial close-out.
Oversee the full range of event coordination services for Division events, including the LBNL Director's Review of Area/Divisions, strategic planning retreats, Division management meetings, Town Halls, and other Division gatherings, and workshops/conferences. Event coordination activities can include calendaring, room reservations, agenda development, hotel arrangements, AV, catering, travel, scientific presentations, posters, and media materials.
Track and coordinate the preparation of large, complex grant submissions, renewal applications, and other pre-award-related activities.
Working closely with program staff, EESA resource analyst, assist the DD and Program Manager in developing and monitoring program budgets, resource allocations, and staffing plans. Submission of technical and scientific abstracts, reviews, progress reports, and budget justifications, and other documentation as needed, adhering to agency and institutional guidelines and deadlines.
Coordinate and organize Research Program meetings, researcher meetings, events, workshops, and other program gatherings. Oversee development and maintenance of Research Program websites.
Serve as the program liaison with Human Resources for routine Division personnel matters. Work closely with Division Director, Department Heads, Program Leads, and HR Center staff to help plan and coordinate the recruitment of new positions into the Division, and help coordinate the annual performance review process for the Division.
Perform special projects for the DD and senior Division management, as requested, such as contributing to the development of presentation templates and content, creating budget charts and tables, and developing metrics for divisional reports and presentations.
Identify research administrative gaps, future growth needs, process improvements with innovative solutions.
Additional Responsibilities as needed:
Assist with other assignments or special projects, as assigned.
This position may act as an administrative work lead, including training of EESA administrative staff.
What is Required:
BA/BS degree with a minimum of 4-6 years of related experience or an equivalent combination of education and experience.
Advanced level experience providing administrative and project administration support to senior management.
Experience in managing multiple projects at one time involving complex management issues in a large organizational context.
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.
Proven skill in handling sensitive and confidential information and issues with a high level of discretion, integrity and diplomacy.
Ability to work effectively independently as well as collaborate effectively with others to accomplish division tasks, initiatives, and projects.
Ability to establish and implement complex administrative practices and procedures.
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.
Exceptional interpersonal skills and ability to communicate effectively with staff at all levels of the organization.
Experience in developing and implementing complex administrative practices and procedures.
Advanced proficiencies using the full range of Google Suite applications (calendar, email, Google Docs, Google Sheets, Google Slides, etc.) and Microsoft Office Suite (Word, Excel, Powerpoint).
Ability to quickly learn new concepts, terminology, software and systems in a business setting, e.g., PeopleSoft, Smartsheets, Zoom, Twitter, etc.).
Valid driver's license to occasionally drive people to meetings.
Experience with financial reporting and developing, tracking and monitoring budgets
Experience working in a scientific, technology, or research environment.
An understanding of Earth and Environmental Sciences terms and vocabulary.
Solid understanding of LBNL, DOE, and UC policies, procedures, and protocol.
Supervisory experience and proven ability to provide leadership and technical guidance to others.
Ability to work overtime as needed.
For full consideration, please apply by April 17, 2021.
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. Click here 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: 92258
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.