User Services Administrator

Berkeley Lab's Advanced Light Source Division has an opening for a User Services Administrator.

The ALS is a U.S. Department of Energy Office of Science national scientific user facility whose excellent scientific reputation, expert staff, and capabilities in the soft x-ray, hard x-ray, and infrared regimes attract more than 2,000 academic and industrial users each year in disciplines spanning physical, chemical, materials, biological, energy, and Earth sciences. It is one of five Berkeley Lab user facilities that serve a combined 11,000 users annually. The co-location of these user facilities - including the Molecular Foundry Nanoscale Science Research Center and the NERSC scientific computing center, as well as Berkeley Lab's outstanding programs in materials and chemical sciences among others - offers a prime environment for collaborative science. The ALS has been a global leader in soft x-ray science for more than two decades and is currently undertaking a new project (ALS-U) that will endow the facility with state-of-the-art x-ray capabilities. It's an exciting time to join our growing team!

The core values of the Advanced Light Source (ALS) reflect a strong commitment to diversity, equity, and inclusion. We seek candidates who will support a culture in which the entire ALS community feels welcomed and valued. An ongoing commitment to recruiting a vibrant, diverse and talented workforce is paramount to promoting a diverse lab community.

What You Will Do:

User Support

Manage ALS User Office inbox, analyze requests that may be non-routine and highly complex, determine appropriate actions and assist in accordance with Berkeley Lab and User Office policy.

Process ALS User registrations and extensions, verifying data for completeness. Responsible for ensuring consistent and accurate entry of user data in the ALS User database. Communicate with ALS beamline scientists when required to verify user information.

Manage User Office interactions with the Human Resources Shared Services department to facilitate processing issues.

Office Operations

Act as the point of contact for ALS non-proprietary user agreements. Work the LBNL Strategic Partnerships Office (SPO) to collect and prepare information in a timely, accurate and complete manner. Responsible for management of complete and accurate user agreement data in the 4D and eSRA databases.

Manage information and ensure accurate data collection. Run monthly reports from various databases, analyze the data and make corrections to the User Office 4D database.

Analyze monthly and yearly data to determine and track trends.

Support the Group Leader in creating the yearly Department of Energy (DOE) Basic Energy Sciences yearly report.

Understand and apply LBNL and ALS policies and ALS User Office SOPs while performing daily tasks related to user access at the ALS. Work with supervisor to identify and apply changes to ALS User Services SOPs.

Run ad hoc-reports and queries as needed.

Oversee and act as point of contact for logistics for bimonthly meetings of the ALS User Executive Committee meetings. Timely and accurate updating of UEC google web pages.

Administration

Effectively and diplomatically communicate with all levels of management and scientific staff at LBNL and external institutions.

Plan, develop, coordinate and oversee all logistical aspects of complex meetings such as the ALS User Meeting, workshops and conferences, including budget development/tracking, event registration, web site creation/content management, audio/visual arrangements, event approvals, lodging blocks, travel, publicity, production of meeting materials, food service arrangements, etc. Collaborate with employees throughout the process to make certain the success of each event. Ensure that commitments made are in compliance with U.S

Maintain the User Services notice board by preparing user service statistics and charts for display on the User Services notice board.

Responsible for participating in various special projects that might require independent research and analysis.

Respond to emails and requests in the ALS Administrative email inbox. Analyze requests that may be non-routine and highly complex, determine appropriate actions and assist in accordance with Berkeley Lab and User Office policy.

In accordance with Lab policy, provide a full range of complex travel support functions, including estimating costs, reporting conference attendance for DOE/LBNL approval, researching and booking itineraries, creating travel authorizations, preparing detailed travel itineraries, and submitting expense reports.

Perform other administrative duties and special projects assigned by the User Services Sr. Administrative Supervisor or User Services Group Leader.

Provide back-up support for other User Office and ALS Administrative staff.

What is Required:

BA/BS degree preferred and/or 0-4 years related experience or an equivalent combination of education and experience in providing administrative support for a wide range of functions to senior-level management in a large/complex department or division, preferably in a DOE National Laboratory environment.

Under general supervision, be able to establish priorities and manage multiple projects through to completion in the face of constantly changing priorities.

Excellent time-management and task-management skills. Attention to detail and reliable follow-through.

Demonstrated experience in successfully managing logistical arrangements for reviews, workshops, conferences and other events.

Ability to work well and stay focused in an environment with a variety of interruptions and distractions.

Excellent customer service skills. Ability to proactively anticipate customer needs.

Demonstrated experience and flexibility as a team player, either as a team lead or a team member.

Strong interpersonal skills, with the ability to interact productively with a broad range of personnel both internal and external to the lab. Ability to establish and maintain cooperative working relationships across multi-functional groups.

Demonstrated ability in creative problem solving, suggesting new ways of providing excellent internal and external customer service.

Ability to develop, organize and prepare error-free materials and reports. Ability to design and create spreadsheets to accurately track and manage data.

Demonstrated computer knowledge and ability for learning new technologies/software. Moderate to advanced knowledge using Microsoft Office Suite (Excel, Word, PowerPoint), Adobe Acrobat, Visio, and Google collaborative tools such as Google Mail, Google Calendar, Google Docs, Google Sites, Google Drive, Smartsheet, etc.

Familiarity with cloud and web-based audio/video collaboration tools such as Zoom.

Intermediate capability in web content management.

Knowledge of DOE, LBNL, UC policies and procedures, and administrative and business practices and procedures.

Excellent written and verbal communication skills. Good listening skills.

Excellent project management skills.

Demonstrated experience and discretion when interacting with a variety of individuals and organizations, including Lab Management, DOE, and subcontractors.

Demonstrated experience working with scientific and technical staff, and with working with people with diverse geographic backgrounds, and in reading scientifically technical prose.

The posting shall remain open until the position is filled, however for full consideration, please apply by close of business on January 4th, 2021.

Notes:

This is a (full-time/part-time) career appointment, exempt (monthly paid) from overtime pay.

Full-time, M-F, exempt (monthly paid) from overtime pay.

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.

This position will be remote initially but limited to individuals residing in the United States tentatively until 2021 due to COVID-19. Once the Bay Area shelter-in-place restrictions are lifted, work will be primarily performed at Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA.

Learn About Us:

Working at Berkeley Lab has many rewards including a competitive compensation program, excellent health and welfare programs, a retirement program that is second to none, and outstanding development opportunities. To view information about the many rewards that are offered at Berkeley Lab- Click Here.

Berkeley Lab (LBNL) addresses the world's most urgent scientific challenges by advancing sustainable energy, protecting human health, creating new materials, and revealing the origin and fate of the universe. Founded in 1931, Berkeley Lab's scientific expertise has been recognized with 13 Nobel prizes. The University of California manages Berkeley Lab for the U.S. Department of Energy's Office of Science.

Equal Employment Opportunity: Berkeley Lab is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. Berkeley Lab is in compliance with the Pay Transparency Nondiscrimination Provision under 41 CFR 60-1.4. Click here to view the poster and supplement: "Equal Employment Opportunity is the Law."

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