Administrator - Advanced Light Source

Lawrence Berkeley National Lab's (LBNL) Advanced Light Source (ALS) Division has an opening for an Administrator to contribute to groundbreaking research at one of the world's leading scientific user facilities. This role supports a collaborative team and plays a vital part in ensuring operational excellence.

The Advanced Light Source is a U.S. Department of Energy (DOE) Office of Science national scientific user facility whose excellent scientific reputation, expert staff, and capabilities in the soft x-ray, hard X-ray, and infrared regimes attract over 1,500 academic and industrial users each year in disciplines spanning physical, chemical, materials, biological, energy, and Earth sciences. It is one of five Berkeley Lab user facilities that serve a combined 11,000 users annually. The co-location of these user facilities - including the Molecular Foundry Nanoscale Science Research Center and the NERSC scientific computing center, as well as Berkeley Lab's outstanding programs in materials and chemical sciences, among others - offers a prime environment for collaborative science. The ALS has been a global leader in soft X-ray science for more than two decades and is currently undergoing a large-scale upgrade (ALS-U) that will endow the facility with state-of-the-art X-ray capabilities. It's an exciting time to join our growing team!

What You Will Do:

• Travel Support: Provide full travel support including cost estimation, DOE/LBNL conference attendance reporting, travel authorization creation, itinerary preparation, expense report submission, and long-term travel logistics management.
• Seminar Scheduling: Manage the ALS Seminar request process for seminar scheduling, including conference room booking, logistical coordination with speakers, and collaboration with the ALS Communications Group for advertising.
• Event Coordination: Plan and oversee logistical aspects of complex meetings, workshops, and conferences. Manage budgets, event registration, website content, audio/visual arrangements, event approvals, lodging, travel, publicity, meeting materials, and food service. Ensure compliance with DOE, UCB, and LBNL policies.
• Conference Room Management: Manage the ALS primary conference room booking, including responding to room use requests, conference room calendar management, and room maintenance as needed.
• Visitor Arrangements: Manage logistics for visitors, including site access requests and coordination.
• Administrative Services: Coordinate services such as invoice payments, LETS time reporting, Spot requests, ergo support, office supplies, copiers, and mail room maintenance as assigned.
• Email and Request Management: Respond to emails and requests from the ALS Administrative inbox, analyze complex requests, and determine appropriate actions per Berkeley Lab policy.
• Process Documentation: Create and maintain documentation to represent current ALS business/administrative practices accurately.
• Project Management: Establish priorities and manage multiple projects to completion amidst changing priorities.
• Problem Solving: Assess, prioritize, track, and determine appropriate actions on various requests and inquiries to ensure timely completion.
• Special Projects: Perform other administrative duties and special projects as assigned by the ALS Principal Supervisor.

What is Required:

• Education & Experience:A BA/BS degree (preferred) or 4 years of related administrative experience, or an equivalent combination of education and experience.
• Event & Travel Expertise: Proven ability to manage logistics for workshops, conferences, and complex travel arrangements.
• Team Collaboration: Demonstrated flexibility as a team player, with experience either leading or supporting teams.
• Technical Proficiency: Familiarity with tools like Google Workspace, Microsoft Office, Adobe Acrobat, and Smartsheet, with the ability to learn new technologies.
• Attention to Detail: Strong organizational skills, time management, and the ability to develop error-free materials and reports.
• Problem-Solving: Creativity in resolving challenges and ensuring excellent customer service.
• Interpersonal Skills: The ability to collaborate across diverse groups and maintain cooperative working relationships.
• Communication Skills: Exceptional written and verbal communication, with experience handling sensitive data confidentially.

Desired Qualifications:

• Experience in a DOE National Laboratory or scientific environment.
• Familiarity with DOE, LBNL, or UC policies and procedures.
• Advanced knowledge of collaborative and web-based tools, such as Zoom and content management platforms.
• Experience in reading scientifically technical prose.
• Excellent project management skills.

Notes:

• For full consideration, please apply by March 6, 2025.
• This is a full-time career appointment, exempt (monthly paid) from overtime pay.
• This position is expected to pay $71,736.00-$89,676.00, which fits within the full salary range of $71,736.00-$121,068.00 for the A40.2 job code. Salary for this position will be commensurate with the final candidate's qualification and experience, including skills, knowledge, relevant education, certifications, and aligned with the internal peer group.
• As a condition of employment, the finalist will be required to disclose if they are subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct, are currently being investigated for misconduct, left a position during an investigation for alleged misconduct, or have filed an appeal with a previous employer.
• 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: Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA.

Want to learn more about working at Berkeley Lab? Please visit: careers.lbl.gov

Berkeley Lab is an Equal Opportunity and Affirmative Action Employer. In support of our rich community, all qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status.