Administrative Services Manager (Joint Genome Institute)

Location

Berkeley, CA | United States

Job description

Berkeley Lab's (LBNL) Joint Genome Institute (JGI) is looking for a Manager for their Administrative Services Group!

In this exciting role, you will oversee a team of administrative professionals that support a world class research organization enabling science that supports the mission of the Department of Energy (DOE). Reporting to the JGI Operations Deputy, you will provide a full range of complex supervisory, administrative, and business services in support of organization executives. This position will solve problems of unique complexity and assess, develop, and implement innovative administrative processes and procedures to support the organization's long and short-term goals.

The JGI's mission is to provide the global research community with access to the most advanced integrative genome science capabilities in support of the DOE"s research mission to solve the world's evolving energy and environmental challenges. The JGI supports projects in genome sequencing, synthesis, transcriptomics, metabolomics, and natural products in plants, fungi, algae, and microorganisms. This position is headquartered on the Lab's main site at the Integrative Genomics Building (IGB) (Virtual Tour).

This position has an anticipated start date of April 1, 2024.

What You Will Do:

• Manage a team of 5-10 administrative professionals, overseeing support functions including calendar management, scheduling, travel, procurement, meetings and events, onboarding and off-boarding of employees, and other support functions.
• Provide day to day oversight of the JGI Administrative Services group including planning for sufficient back-up in events of absences, resolutions to critical or highly complex issues, and employee management and development.
• Oversee space planning for the Integrative Genomics Building (IGB) including office and lab space using OfficeSpace software solution or other systems as determined in the future.
• Oversee the planning and execution of the JGI Annual User Meeting including delegating responsibilities as necessary to optimize overall workload and maximize success of this important event.
• Oversee the Annual Student Intern program, ensuring onboarding, workspace, and administrative needs are met.
• Provide a full range of complex administrative and business services to the Operations Deputy and Chief Informatics Officer.
• Serve as the main point of administrative contact for JGI to all internal Lab staff and external stakeholders.
• Initiate, recommend, interpret, and implement Lab administrative policies, procedures and practices to accomplish assignments.

What is Required:

• A minimum of 5 years of relevant executive level administrative experience supporting and partnering with members of a leadership organization in a large complex research, scientific, academic, or operations environment.
• A minimum of 2 years of leadership or supervisory experience overseeing a team of administrative professionals including hiring, training, directing, and managing performance.
• Demonstrated experience providing high-level administrative support including email correspondence, calendar management, scheduling, arranging and managing travel, expense reports, meeting planning and project coordination, tracking and data management, report generation, and purchasing.
• Significant experience understanding, interpreting, and practicing administrative policies and procedures related to travel, procurement, event coordination, and document preparation and submission.
• Experience with space planning and use of related software to manage employee workspace.
• Significant experience using a variety of cloud-based software platforms and applications including MS Office Suite, Google Apps Suite, Adobe Acrobat, and Zoom video conferencing on a Mac or PC computer.
• Demonstrated written communication skills, including experience producing professional high-quality, error-free documents, reports, and presentations.
• Excellent organizational skills, including experience handling competing priorities, meeting deadlines, assuming responsibility, taking initiative, and responding quickly to highly complex tasks.
• Demonstrated oral and interpersonal skills, including experience interfacing with all levels of personnel both internal and external to an organization with a high degree of diplomacy, discretion, and confidentiality.

Desired Qualifications:

• A Bachelor's Degree (or equivalent training/knowledge) in Business or a related field.
• Knowledge of Berkeley Lab, University of California (UC), and/or Department of Energy (DOE) policies, procedures, and practices.

Notes:

• For full consideration, please apply with a resume and cover letter by February 16, 2024.
• This is a full time, exempt from overtime pay (monthly paid), career appointment.
• This position is expected to pay $93,120 - $128,040 per year for job code A20.4, which fits within the full salary range of $93,120 - $157,176 per year. Salary for this position will be commensurate with the final candidate's qualification and experience, including skills, knowledge, relevant education, certifications, and 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.
• This position is eligible for a hybrid work schedule - a combination of teleworking and performing work on site at Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA 94720.Work schedules are dependent on business needs. Individuals working a hybrid schedule must reside within 150 miles of Berkeley Lab.
• This position is not eligible for visa sponsorship.

Learn About Us:

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 16 Nobel prizes. The University of California manages Berkeley Lab for the U.S. Department of Energy's Office of Science.

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 is committed to Inclusion, Diversity, Equity and Accountability (IDEA) and strives to continue building community with these shared values and commitments.

Berkeley Lab is an Equal Opportunity and Affirmative Action Employer. We heartily welcome applications from women, minorities, veterans, and all who would contribute to the Lab's mission of leading scientific discovery, inclusion, and professionalism. In support of our diverse global community, all qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status.

Equal Opportunity and IDEA Information Links:

Know your rights, click here for the supplement: "Equal Employment Opportunity is the Law" and the Pay Transparency Nondiscrimination Provision under 41 CFR 60-1.4.

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