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Area Office Administrator and Building Manager at Berkley Labs

Posted in Other 30+ days ago.

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Type: Full Time
Location: Berkeley, California





Job Description:

Berkeley Lab s Energy Technology Area (ETA) Office has an opening for an Administrator and Building Manager. The incumbent will serve as ETA s building manager, as well as provide administrative and specialized operational support to Area Office Senior Management on a wide range of projects. Some of these project include contributing to smooth Area operations, outreach and delivery of services to the Area s research community. These activities will vary dependent upon business needs.

This role is responsible for supporting activities, through independent planning, organization, prioritization and timely execution of tasks. Key attributes include strong organizational and communication skills, willingness to act independently and proactively within the bounds set by the supervisor and Area Office Senior Management as well as the ability to develop and adapt organizational procedures to changing circumstances is required.

What You Will Do:

Serve as ETA Building Manager

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Serve as liaison between building occupants, facilities staff and protective services as needed; advise building occupants on how to obtain Operations services needed to support their work.
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Remain current on conditions of ETA s buildings; address issues as they arise; oversee day to day management of ETA buildings.
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Manage ETA s gas cylinder cage and Liquid Nitrogen fill station.
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Serve as: Key authorizer for ETA; Badge access manager (SAM) for ETA buildings; Phone Coordinator for ETA; POC for the maintenance of ETA s conference rooms.
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Update ETA s Building Emergency Plan.

Serve as Space Manager & Coordinator

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Using relevant experience, professional skills and knowledge of LBNL and DOE policies and practices, plan, organize and deliver space management and other services to the ETA community.
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Plan and coordinate logistical arrangements for office moves and space related improvements internal and external to the Division. Coordinate with Divisions, cross-functional teams, and other LBNL organizations.
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Monitor facilities improvement projects from initiation through delivery including planning, and directing schedules, preparing and submitting reports, communications, and monitoring budget/spending. As needed, consult with Lab and Division management to troubleshoot problems and sensitive issues.
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Monitor, analyze, and prepare reports on division space use and anticipated research and office space needs; ensure accuracy of space reports. Work with Lab Space managers to address problems or issues relating to mission readiness.
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Assist with fulfilling Area security and safety requirements and procedures.

Serve as the Area s POC for Business Continuity

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Oversee the annual updates of the Divisions Continuity of Operations Plans.
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Conduct outside analysis to determine recommendation for best practices.
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Provide input on ETA strategy.
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Assist with staff training related to Area, Division and Lab programs.

Provide Operational and Administrative support to the Area Office

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Take a principle lead in the management of the complex calendar for the ETA Area Deputy for Operations. Assist the Sr. Administrator with managing the schedule of ETA s ALD.
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Manage all aspects of the travel arrangements for the ALD using a high degree of discretion, diplomacy, anticipation of needs, organization and thorough knowledge of travel policies, while interfacing with staff throughout LBNL, Lab Directorate, University of California, DOE and other high-level key contacts.
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Coordinate with the Travel Department to ensure compliance with all LBNL policies. Prepare travel expense reports in a timely manner, and in accordance with LBNL expense reporting policies and processes.
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Serve as liaison with internal and external organizations, manage, coordinate and execute independently all aspects of logistics for high-level meetings and visiting delegations for both on-site and off-site meetings, special activities/events, and targeted outreach events. This includes preparation of agendas, meeting materials, and presentations to ensure all required documentation and information are received correctly and in a timely manner and conform to ETA branding, securing room reservations, catering orders, event approvals, site access for visitors and handling the audio/visual arrangements.
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Serve as Coordinator of ETA s Foreign Visitor Requests
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Serve as Operational Coordinator of the Distinguished Lecture Speaker (DLS) Committee
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Oversee projects or the gathering of materials that are often sensitive, confidential, of a complex nature and/or time critical, and will frequently require initiative in gathering information, assembling and analyzing the information, and determining appropriate responses to certain issues.
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Support the Sr. Administrator in triaging a broad range of management, operational and administrative issues within the ETA Directorate office, deciding on a course of action.
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Work collaboratively with staff of the four ETA divisions to provide a lead role in a wide variety of ongoing activities including meeting and event planning, scheduling, data gathering, and material preparation.
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Serve as administrative back-up for the ETA Senior Administrator.
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Participate actively in ETA quality, process improvement and reengineering efforts; emphasizing continuous improvement and best practices. Plan, research, analyze, recommend and implement new and revised administrative and operations procedures.

What is Required:

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BA/BS desired and minimum of two to four years (or equivalent combination) of directly related experience providing administrative/executive assistant support to a senior manager, including demonstrated skills in organizing and managing multiple priorities and deadlines.
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Experience arranging and rearranging complex travel, including interacting with travel agency, hotels and carriers; and processing travel approvals and expense statements.
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Experience planning high level events.
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Excellent judgment in managing daily activities, including scheduling and calendar management, handling of urgent matters, computer issues, etc.
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Ability to screen and prioritize requests to determine items that require immediate attention, and initiative to redirect requests to other ETA staff for action as appropriate.
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Ability to function effectively as a team member.
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Strong skills in providing excellent customer-focused administrative support.
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Demonstrated ability to exercise significant professional judgment and to take initiative, assume responsibility and remain flexible in a fast-paced environment with competing and changing priorities.
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Demonstrated skills in project planning, coordination and management.
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Ability to anticipate and identify service needs and independently develop solutions.
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Demonstrated ability to use creativity and problem-solving skills to meet support needs.
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Very strong interpersonal skills as well as excellent communications skills both in verbal and written; experience collating, editing and formatting written and presentation materials.
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Ability to work effectively and professionally with a variety of people, including those at the highest Lab and DOE levels and in distant locations, and to represent the ETA Management on logistical and other matters.
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Strong experience in Microsoft Word, Excel, PowerPoint, calendar and email applications, and to produce professional quality, error-free documents, reports and presentations.
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Intermediate understanding of standard computer applications, as well as video- conferencing and familiarity with common web-based tools.
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Demonstrated ability to exercise sound judgement in dealing with sensitive and confidential information and handling sensitive situations and communications.

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