Administrator (Advanced Light Source Upgrade)

Administrator (Advanced Light Source Upgrade) Lawrence Berkeley National Lab's (LBNL) Advanced Light Source (ALS) Division has an opening for an Administrator to support the Advanced Light Source Upgrade Project(ALS-U). In this exciting role, you will provide professional administrative and operational support to ALS-U Project leadership and team members. This role will support project activities, including coordinating meetings, travel, procurement, onboarding and offboarding, office and space needs, visitors, records, and administrative workflows. The ALS-U is committed to inclusion, stewardship, and accountability and seeks a talented administrative professional to contribute to a respectful working environment. This position has an anticipated start date of December 7, 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 a primary point of contact for assigned administrative and operational support to ALS-U leadership and project team members. - Coordinate calendars, scheduling, meetings, project reviews, workshops, conferences, retreats, and other events, including participants, agendas, meeting materials, rooms, audiovisual support, required approvals, registration, travel, lodging, food service, internal and external coordination, and follow-up actions. - Provide comprehensive travel support in accordance with Berkeley Lab and the Department of Energy (DOE) requirements, including travel authorizations, cost estimates, conference approvals, itineraries, reservations, and expense reports. - Support procurement-related administrative processing by preparing and routing requisitions and documentation, tracking status, and coordinating routine issue resolution with the Lab's Procurement Office and project requestors. - Coordinate onboarding, offboarding, visitor logistics, and routine administrative processing for employees, affiliates, matrixed staff, and visitors, working with HR, supervisors, IT, Security, and other Lab organizations as needed. - Coordinate office and cubicle assignments, relocations, equipment setup, property, site access, facility, and occupant needs while maintaining accurate assignment and status records. - Use Jira, Confluence, Smartsheet, Google Workspace, Slack, Windchill, and other Lab systems to submit, route, track, maintain, and report administrative requests, workflows, and records. - Coordinate routine administrative business processes, including invoice/payment support, time-reporting coordination, office supplies and equipment, and other operational needs. - Research, interpret, and apply established Laboratory policies, practices, and procedures. - Evaluate administrative workflows and identify opportunities to improve efficiency, consistency, and service delivery. 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. - Experience providing executive level and project management-oriented support using prominent cloud-based software platforms and applications, including Google Workspace, MS Office Suite, and Zoom video conferencing on Mac or PC platforms. - 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 maintain professionalism, discretion, and confidentiality while interfacing with personnel at all organizational levels, internally and externally. - 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. - 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 Monday, October 26, 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 3 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