Business Operations Specialist

Berkeley Lab - California - Lawrence Berkeley National Lab’s ( ) Security and Emergency Services ( ) Division has an opening for a [Job Title] to join the team. In this exciting role, you will serve as the primary Division point of contact responsible for moderately difficult to complex tasks and key business operations functions such as procurement, purchasing, accountable property tracking, space management and planning, website management, timekeeping, employee on-boarding and hiring support, and travel coordination. In addition, you are responsible for facilitating and coordinating executive level activities and acting as a liaison as needed with key Human Resources and financial business partners to advance the needs and priorities of the Division. You will perform a broad range of complex and diverse administrative tasks, carefully monitoring action items and making day-to-day administrative decisions in a fast-paced and busy environment. You will apply advanced knowledge and skills in administrative functions and exercise discretion and sound judgment while adhering to professional standards and Berkeley Lab policies and procedures. You will work as a team member in the SES Division to achieve the strategic goals and objectives of the office while maintaining the trust of management to handle confidential and sensitive information appropriately. This position is highly visible, regularly handles sensitive, confidential, and time critical projects making discretion and diplomacy essential. What You Will Do: Manage and promote cost-effective administrative and business support services to include continuously identifying opportunities to improve/streamline business processes. Execute a full range of administrative and business support activities including procurement, contracting, purchasing, accountable property tracking, space management and planning, and travel/event coordination. Serve as the point of contact, spokesperson and information source on business operation issues, needs, space, and resources to ensure effective administration of the division’s goals. Provide support to the Business Operations and Assurance Manager, Division Director and Finance Resource Analyst on matters related to the division budget. Expediently and effectively provide oversight for the coordination of complex and specialized administrative activities and information. Exercise leadership and effective communications skills when interacting with all levels within LBNL, outside organizations (i.e. Department of Energy, the University of California, and other high-profile organizations), management, and operations and scientific staff within LBNL. Create and compile high-quality briefing materials, meeting agendas, talking points, etc. Assist on Lab-wide operations initiatives with Lab-wide impact as needed representing the SES Division. Work collaboratively with all other divisions/areas with whom the Division Director has interactions, as well as with senior administrative staff throughout the Lab. Work directly with various business partners assigned to the SES Division, such as Facilities, IT, HR, and OCFO, to advance Division priorities, resolve problems, and ensure Division and employee needs are met. Handle Division’s internal timekeeping, employee on-boarding and hiring support, and travel coordination, approvals, and reimbursement. Provide executive support to the Division to include tracking and managing critical projects, drafting executive correspondence and presentations, and scheduling support. Administer and develop the Division’s website content. Ensure work is conducted in compliance with LBNL regulations and requirements. Additional Responsibilities as needed: Performs special assignments and projects. What is Required: Bachelor’s degree and a minimum of three years of significant administrative and business operations/operations support experience; or an equivalent combination of education and experience. Experience successfully interfacing with executive/senior management and/or high-level officials. Demonstrated experience effectively analyzing, utilizing, and improving administrative/organizational processes. Demonstrated ability to work under general direction and independently on multiple complex assignments, establish priorities with minimal direction, develop own work methods and procedures, use initiative, discretion, confidentiality, and judgment, and make decisions within the scope of work. Demonstrated customer service skills of a very high caliber, including the ability to be professional, articulate, and concise as well as to work diplomatically with a broad range of individuals on the telephone, via email, and in-person. Demonstrated ability to use discretion, tact, and diplomacy when interacting with various levels of the organization. Ability to appropriately follow, analyze, and interpret policies and procedures of particular governing institutions (i.e., Department of Energy, UC Berkeley and LBNL) with respect to procurement, equipment inventory, travel, space, and others as needed. Ability to work effectively in a fast-paced, high profile environment. Ability to work productively under pressure and tight deadlines. Strong problem-solving skills, effective negotiation skills, and analytical ability. Demonstrated resourcefulness, have a proactive orientation to projects, and consistently follow through to timely completion. Ability to both independently and consultatively establish priorities to ensure timely completion of multiple, often interdependent, projects. Anticipate and plan for contingencies and be able to handle unexpected situations. Excellent written and verbal communication skills, including editing skills sufficient to edit a variety of documents for grammar, syntax, style, and clarity. Proofread and correct own work and submit high quality final documents. Excellent organization skills. Demonstrated success in developing harmonious and productive working relationships. Demonstrated ability to make independent decisions consistent with organizational goals, policies, and procedures. Skills in business Software suites including Google, MS Office. Strong working knowledge of budgets. Dependable and must be able to work extended hours when needed. Desired Qualifications: Knowledge of lab processes and procedures for overseeing a wide range of business functions associated with the position. Familiarity with FMS system and Cognos reporting. Project Management skills highly desired. Familiarity with assurance processes. Notes: This is a full-time, career appointment, 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. Diversity, equity, and inclusion are core values at Berkeley Lab. Our excellence can only be fully realized by faculty, students, and staff who share our commitment to these values. Successful candidates for our faculty positions will demonstrate evidence of a commitment to advancing equity and inclusion. Work will be primarily performed at Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA. 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 to view the poster and supplement: "Equal Employment Opportunity is the Law." Lawrence Berkeley National Laboratory encourages applications from women, minorities, veterans, and other underrepresented groups presently considering scientific research careers.... - Permanent - Full-time

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