Lawrence Berkeley National Lab's (LBNL) Advanced Light Source (ALS) Division has an opening for an
Administrator to support their Safety and Work Planning Groups
In this exciting role, you will serve as a key administrative partner in supporting efficient operations and a safe, inclusive, and collaborative ALS community. You will provide comprehensive administrative and operational support to scientific and operational leadership and staff across the ALS Safety and Work Planning groups and associated projects, including ALS-U. This role will support project activities, including meeting logistics, safety documentation and test records, database management, action-item tracking, and maintaining accurate, auditable records.
This position has an anticipated start date of December 1, 2026.
***If you are a current or former Berkeley Lab employee experiencing technical difficulties with submitting your application, please contact [redacted].***
What You Will Do:- Serve as the primary point of contact for administrative and operational support to the Safety and Work Planning groups.
- Coordinate meetings, safety reviews, workshops, conferences, retreats, and other events, including scheduling, agendas, meeting rooms, audio visual support, approvals, registration, travel, lodging, materials, catering, and internal and external communications.
- Coordinate travel in accordance with Berkeley Lab and DOE requirements, including authorizations, cost estimates, conference approvals, itineraries, reservations, and expense reports.
- Coordinate routine administrative business processes, including invoice and payment support, time reporting, office supply and equipment procurement, and other operational needs.
- Attend key meetings and prepare detailed minutes documenting discussions, decisions, and outcomes.
- Maintain action-item tracking systems to monitor follow-up through completion.
- Prepare, format, edit, and maintain technical safety documents, procedures, presentations, checklists, charts, graphs, and signage.
- Coordinate document reviews, signatures, approvals, uploads, and follow-up reminders.
- Administer institutional databases and document control systems, including the Contractor Assurance Management System (CAMS) and ALS Safety Configuration Control (ASCC), ensuring accurate records, data integrity, and complete audit trails.
- Coordinate Annual Beamline Safety Inspections with inspectors, line management, and the safety manager, including scheduling, documentation, and follow-up.
- Use Google Workspace, Smartsheet, and other workflow tools to manage tasks, organize records, track safety data, and facilitate cross-functional communication.
- Evaluate operational workflows and identify opportunities to improve efficiency, consistency, and service delivery by developing workflows, templates, and tracking systems.
- Organize, digitize, upload, and quality-check safety test records, schedules, inventories, and related documentation.
- Conduct staff workstation evaluations and recommend standard ergonomic adjustments to promote comfort and workplace safety.
- Maintain proficiency in the ALS Maximo database to provide backup work-order processing and support the Work Planning team by maintaining Shutdown Work and Maintenance Planning (SWAMP) lists.
- Assist with building management including, coordinating access, facilities, and occupant needs.
- Research, interpret, and apply Laboratory policies, practices, and procedures.
What We Are Looking For:- A minimum of 5 years of relevant experience providing administrative and operational support to senior-level management in a professional, academic, or research environment.
- Experience delivering high-level administrative support, encompassing email correspondence, calendar management, scheduling, travel coordination, expense reports, meeting planning, project coordination, data management, report generation, and navigating complex computerized systems across multiple groups within a large, complex organization.
- Demonstrated proficiency using prominent cloud-based software platforms and applications, including Google Workspace, MS Office Suite, and Zoom video conferencing on Mac or PC.
- Experience designing and maintaining tracking systems, databases, spreadsheets, and work processes to manage data accurately and improve efficiency.
- Demonstrated analytical skills, including the ability to proactively identify a wide range of issues, problem-solve, develop creative solutions, and recommend alternative approaches.
- Exceptional organizational skills, showcasing the ability to manage competing priorities, meet deadlines, take initiative, and adapt quickly to changing work priorities.
- Demonstrated commitment to high-quality customer service and the ability to build and maintain effective, professional working relationships at all levels and across multifunctional teams.
- Excellent written communication skills, with a history of producing professional, error-free emails, documents, reports, and presentations.
- Proven oral and interpersonal skills, including the ability to collaborate across teams and organizational boundaries, including with matrixed staff and internal and external stakeholders.
- Demonstrated ability to interpret policies and procedures, develop recommendations, implement process improvements, and manage moderately complex to complex, sensitive, and time-critical assignments.
Desired Skills/Knowledge:- A Bachelor's Degree (or equivalent knowledge/training) in Business Administration, Communication, or a related field.
- Experience with Jira, Confluence, Smartsheet, Slack, Windchill, Adobe and/or comparable workflow, project, document-control, and collaboration systems.
- Demonstrated ability to learn and apply new technologies, software, business systems, and processes.
- Experience with Berkeley Lab administrative systems and policies, including requisition/procurement (including subcontracts), events, report coordination, travel, timekeeping, and financial management.
- Experience supporting scientific, technical, or research programs.
- Knowledge of Berkeley Lab, the University of California (UC), the Department of Energy (DOE), and/or local, state, and federal policies, procedures, and regulations.
Additional Information:- Application Date: Priority consideration will be given to candidates who apply with a resume by Thursday, October 29, 2026. Applications will be accepted until the job posting is removed.
- Appointment type: This is a full-time career appointment, exempt (monthly paid) from overtime pay.
- Union Represented: This position is represented by a union for collective bargaining purposes.
- Salary Range: This position has a budgeted salary range of $94,920 - $122,760 annually, for job code A40.2. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary will be commensurate with the final candidate's qualifications and experience, including skills, knowledge, relevant education, certifications, and aligned with the internal peer group (if applicable and per the union contract agreement).
- Background Check: This position is 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 Modality: This position is eligible for a hybrid work schedule - a combination of teleworking and performing work onsite at Lawrence Berkeley National Lab, located at 1 Cyclotron Road, Berkeley, CA 94720. A minimum of 4 onsite days per week is required. Work schedules are dependent on business needs. Individuals working a hybrid schedule must reside within 150 miles of Berkeley Lab. A REAL ID or other acceptable form of identification is required to access Berkeley Lab sites (for more information click here).
- Relocation Assistance: This position is not eligible for relocation assistance.
- Work authorization: Candidates must be eligible to work in the U.S. at the time of hire. Visa sponsorship is not available for this position.
Want to learn more about working at Berkeley Lab? Please visit: careers.lbl.gov
