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Administrative Services Senior Supervisor

Cyclotron Road

Cyclotron Road

People & HR, Operations
California, USA
Posted on Tuesday, June 11, 2024

Lawrence Berkeley National Lab’s (LBNL) NERSC Division has an opening for an Administrative Senior Supervisor to join the Business Operations and Services Group.

We are seeking a highly organized and detail-oriented Administrative Senior Supervisor with strong administrative skills to join our team. In this exciting role, you will work under the general direction of and guidance from the Group Lead of the Business Operations and Services Group. The ideal candidate will possess a combination of administrative expertise and experience in overseeing and coordinating various initiatives within the Division. This role requires exceptional leadership abilities, strategic thinking, and the capability to manage multiple projects simultaneously.

What You Will Do:

Supervisory Leadership:

  • Lead and supervise administrative staff, providing guidance, support, and mentorship to ensure optimal performance and professional development.
  • Foster a collaborative and positive work environment, promoting teamwork and effective communication among team members, encouraging professional growth and continuous improvement.
  • Participate in division-wide strategic planning and goal setting.
  • Exhibit robust leadership qualities, professionalism, tact, and discretion in engagements with personnel across all levels within the organization and external partners.

Administrative Operations:

  • Manage day-to-day administrative operations, including scheduling, correspondence, record-keeping, and office logistics.
  • Streamline administrative processes and procedures to enhance efficiency and effectiveness, leveraging technology and best practices.
  • Prioritize, anticipate, and support the administrative needs, priorities, and requests of NERSC staff members.
  • Coordinate with internal departments/groups and external stakeholders to facilitate seamless operations and communication.
  • Work with Group Leads and Hiring Managers to coordinate panels, round tables and leadership interviews with potential candidates.
  • Oversee complex administrative tasks and training, including calendaring, purchasing requests, timekeeping, visitor/guest access, asset management, ergonomics, updating publications, onboarding and offboarding new employees, and space coordination.
  • Stay current on NERSC, LBL, and Department of Energy (DOE) and Laboratory conference service and travel policies to ensure compliance.
  • Ensure that processes are in place to skillfully and efficiently manage travel arrangements for staff and other personnel for domestic and international travel.
  • Balance support for complex events, meetings, programmatic initiatives, workshops, and conferences across the division.
  • Establish and sustain a communication framework with administrative personnel across various divisions and CS Area staff, fostering an environment of collaboration and synergy.
  • Participate in the planning, implementation, and evaluation of various programs and initiatives within the Division.
  • Contribute in developing program objectives, timelines, and resource allocation plans in alignment with division goals and priorities.
  • Monitor program progress and performance, identifying areas for improvement and implementing corrective actions as necessary.
  • Ensure compliance with program requirements, regulations, and standards, maintaining accurate documentation and reporting procedures.

What is Required:

  • BA/BS desired and a minimum of three to six years of directly related administrative management experience providing high level support and supervisory experience or equivalent combination.
  • Proven experience in administrative leadership roles and supervisory experience.
  • Demonstrated proficiency in providing advanced administrative assistance, covering email correspondence, calendar organization, scheduling, travel arrangements, expense reporting, meeting coordination, event planning, project management, data handling, report creation, and procurement contract management.
  • Strong management skills, with demonstrated success in managing multiple projects from inception to completion.
  • Excellent organizational and time management abilities, with the capacity to prioritize tasks and meet deadlines in a fast-paced environment.
  • Proven track record of adapting to evolving priorities, adept at working autonomously amidst fluctuating workloads, proficient in prioritizing tasks and managing personal workflow.
  • Demonstrated capacity for initiative-taking, assuming accountability, and maintaining flexibility within dynamic, fast-paced environments marked by competing demands.
  • Exceptional interpersonal and communication skills, with the ability to effectively interact with diverse stakeholders at all levels.
  • Strategic thinker with a proactive and solution-oriented approach to problem-solving.
  • Exceptionally skilled in utilizing a diverse range of cloud-based platforms and applications including Google Applications Suite, Adobe Acrobat and Zoom video conferencing on Mac platforms and adept at performing basic website updates through content management systems.
  • Knowledge of relevant regulations and compliance standards in administration.
  • Ability to work collaboratively in a team-oriented environment.
  • Strong skills in providing excellent customer-focused administrative support.

Desired Qualifications:

  • Familiar with Lab/UC policies, processes, and systems.
  • Knowledge of LBNL, DOE, and UC policies and procedures.

Notes:

  • This is a full-time career appointment, exempt (monthly paid) from overtime pay.
  • This position will be hired at a level commensurate with the business needs and the skills, knowledge, and abilities of the successful candidate.
  • The full salary range of the Administrative Services Senior Supervisor position is between $83,568 to $141,012 annually and is expected to pay between a targeted range of $94,020 to $114,912 annually depending upon candidate’s skills, knowledge, and abilities, including education, certifications, and years of 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.
  • This position is eligible for a hybrid work schedule - a combination of teleworking and performing work on site at Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA. Work schedules are dependent on business needs. Individuals working a hybrid schedule must reside within 150 miles of Berkeley Lab.

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 16 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.

Berkeley Lab is committed to Inclusion, Diversity, Equity and Accountability (IDEA) and strives to continue building community with these shared values and commitments.

Berkeley Lab is an Equal Opportunity and Affirmative Action Employer. We heartily welcome applications from women, minorities, veterans, and all who would contribute to the Lab’s mission of leading scientific discovery, inclusion, and professionalism. In support of our diverse global 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.

Equal Opportunity and IDEA Information Links: Know your rights, click here for the supplement: "Equal Employment Opportunity is the Law" and the Pay Transparency Nondiscrimination Provision under 41 CFR 60-1.4.