Administrator at Bay Systems Consulting Inc. – Berkeley, California

Lawrence Berkeley National Lab’s (LBNL) Energy Analysis & Environmental Impacts Division has an opening for an Administrator to join the team. Energy Analysis & Environmental Impacts (EAEI) conducts research on energy consumption and related impacts to inform policy, standards, and decision-making for the benefit of society and the environment.

In this exciting role, you will provide a wide range of administrative support services for researchers and staff, primarily providing worksite support to the EAEI Division. Responsible for serving as the main point of contact for the division’s onsite operational, administrative, and programmatic issues through independent planning, organization, prioritization and timely execution of tasks.

What You Will Do:

• Serve as a point of contact for operational, administrative and programmatic issues including the application of professional standards and Berkeley Lab policies to meet key needs.
• Assist with planning, coordinating, and executing events, meetings, programmatic initiatives, workshops, and conferences, including budget development and tracking, audio/visual arrangements, registration, travel, note-taking, and catering.
• Manage and maintain multiple, complex calendars for senior scientists, including scheduling meetings, coordinating with internal and external stakeholders, and resolving scheduling conflicts.
• Serve as work space planning and maintenance, property tracking, event, site visit, travel and procurement specialist providing regular training updates and maintaining desk guides for processes.
• Collaborate with research and operational staff to provide new hire onboarding and support to exiting staff.
• Collaborate with research, operational, business, and administrative staff to create and maintain templates, forms, websites, and other forms of media.
• Collaborate with research and operational staff to format, proofread, and edit MS Word and Adobe documents to ensure consistency, accuracy, and completeness.
• Assist scientific staff with coordination of proposal materials, interfacing with Budget personnel as needed.
• Collaborate with administrative leadership on special projects, presentations, and ad hoc reporting and calendaring activities.
• Assess, prioritize, track, and determine appropriate action on various requests and inquiries ensuring timely completion.
• Provide a high level of customer service to all levels of personnel both internal and external to the organization representing the Energy Analysis and Environmental Impacts Division.
• Act as administrative backup for the administrative staff when needed.

What is Required:

• BA/BS desired and a minimum of 0-4 years of relevant administrative experience including coordinating and facilitating complex tasks related to travel and procurement in a research, academic, or large/complex organization, or a combination thereof.
• Experience using a variety of cloud-based software platforms and applications including MS Office Suite, Google Applications Suite, and Adobe Acrobat.
• Demonstrated organizational skills including experience handling multiple tasks concurrently to meet workload demands and deadlines.
• Strong customer focused interpersonal skills including experience interfacing with all levels of personnel both internal and external to an organization with a high degree of professionalism, discretion, and confidentiality.
• Demonstrated oral and written communication skills including experience compiling information on complex subjects and producing professional high-quality, error-free correspondence, documents, reports, and presentations.
• Intermediate to advanced formatting skills in Microsoft Word, Excel, and PowerPoint.

Desired Qualifications:

• A Bachelor’s Degree.
• Knowledge of Berkeley Lab’s procurement and travel policies.
• Knowledge of Energy Technologies Area, Berkeley Lab, University of California (UC), and Department of Energy (DOE) policies, procedures, and practices.