Senior Administrator

Join Berkeley Lab's Environment, Health, and Safety (EHS) Division as an Senior Administrator. You'll provide crucial support to the Environment, Waste, and Radiation Protection (EWRP) Department.

Responsibilities include diverse administrative tasks, ensuring compliance with Berkeley Lab policies, and offering skilled services to technical programs.

Apply your independent judgment and problem-solving skills to manage deliverables and records effectively. Don't miss this opportunity to contribute to cutting-edge research in a dynamic environment!

What You Will Do :

Executive and Administrative Support

• Provide comprehensive support to Department managers and technical programs, handling calendars, emails, and interactions with internal and external stakeholders.
• Manage visits by senior-level managers from DOE or other regulatory bodies, facilitating smooth communication and logistics.
• Employ strategic analysis and communication tactics to address issues between managers, staff, stakeholders, and regulators effectively.
• Lead the organization and execution of technical reviews, meetings, workshops, and conferences, including venue research, agenda development, audio / visual coordination, and catering arrangements.
• Establish sustainable systems to track and manage departmental deliverables and milestones, utilizing institutional systems for reporting and analysis.
• Coordinate administrative services such as procurement, property matters, and other functions to support Department operations.
• Collaborate with Human Resources on recruitment and hiring activities tailored to Department needs.
• Arrange Department events including gatherings, strategic planning meetings, and All Hands sessions.
• Perform additional tasks as required to support Department goals and initiatives.

Specialized Support in Compliance, Quality and Assurance

• Assist technical staff in coordinating document processes, including maintaining and developing various records, forms, correspondence, procedures, reviews, minutes, radiation surveys, work authorizations, presentations, and reports.
• Create and maintain electronic records in Google Shared Drives, ensuring the quality of the departmental electronic records system structure.
• Validate and maintain electronic records in departmental business systems software and commercial databases, resolving discrepancies with managers or subject matter experts (SMEs).
• Administer the life cycle for the Department's procedure portfolio, overseeing development, revisions, and maintenance of over 300 procedures and forms.
• Analyze regulatory deliverables to ensure timely completion and documentation of Department compliance-related activities, alerting stakeholders as needed.
• Facilitate coordination between the Records Management Office and Department managers and SMEs for electronic records archival processes.
• Apply extensive knowledge of Berkeley Lab policies, DOE requirements, and quality-related activities, particularly in training, documents, records, assessments, and issues.
• Contribute to departmental compliance reporting and fee payment processes, drafting and submitting required documents and payments by due dates.
• Utilize reporting and record-keeping functions from external databases to manage compliance with state and federal hazardous waste requirements.
• When needed, support the EHS Division Director and Deputy by managing their calendars and emails, and representing them to internal and external stakeholders.

What is Required :

• 2-6 years of experience in providing executive and / or administrative or specialized program support related to compliance, quality, and assurance activities within a complex or medium-sized division or department environment, or an equivalent combination of directly related experience.
• Proven track record in high-level administrative tasks, including email correspondence, calendar management, scheduling, meeting planning, project coordination, tracking, data management, and report generation.
• Skilled in representing management and conveying directives to diverse internal and external contacts.
• Extensive experience in fast-paced environments with a focus on delivering excellent customer service.
• Proficiency in various cloud-based software platforms and applications, including MS Office Suite, Google Applications Suite, SmartSheet, Adobe Acrobat, and Zoom video conferencing on Mac or PC.
• Familiarity with web content management tools like WordPress and Google Sites.
• Demonstrated proficiency in producing professional, error-free documents, presentations, reports, and correspondence.
• Strong attention to detail to ensure accuracy and completeness in compliance-related materials.
• Ability to develop management reports with minimal direction.
• Excellent organizational skills, including prioritization, meeting deadlines, proactive workflow organization, and handling competing priorities.
• Ability to coordinate and prioritize high-volume requests and complex internal processes under short deadlines with frequent interruptions.
• Skilled in proactive and collaborative engagement with managers, administrative staff, and technical staff to ensure task efficiency and effectiveness.
• Meet and maintain qualifications for access to nuclear material areas and Berkeley Lab’s Hazardous Waste Handling Facility.

Desired Qualifications :

• Bachelor’s degree in Science, Engineering, Business, or related field.
• Experience in research or highly regulated environments (e.g., national lab, university, industry / government R&D, nuclear power, fossil fuel, remediation, biotech, engineering, industry, federal or state government, etc.).
• Background in participating in or leading cross-organizational and / or integrated projects, internally and externally.
• Familiarity with DOE, LBNL, or UC policies, standards, practices, and systems.

Notes :

• This is a full-time career appointment, exempt (monthly paid) from overtime pay.
• This position is expected to pay $94,000.00 - $115,000.00 annually, which fits within the full salary range of $83,568.

00 - $141,012.00 for the A40.3- Senior Administrator position. Salary for this position will commensurate with the final candidate’s qualifications and experience, including skills, knowledge, relevant education, certifications, while also aligned with the internal peer group.

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.

• Work will be primarily performed at : Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA.
30+ days ago