Administrator (Advanced Light Source - Safety & Work Planning Groups)

Lawrence Berkeley National Lab’s (LBNL) Advanced Light Source (ALS) Division has an opening for an Administrator to support their Safety and Work Planning Groups.

The ALS is a world-leading X-ray research facility used by scientists to study materials, energy technologies, biological systems, and other areas of science. The ALS-U Project is modernizing the facility with next-generation capabilities that will support scientific discovery for years to come.

In this exciting role, you will serve as a key administrative partner in supporting efficient operations and a safe, inclusive, and collaborative ALS community. You will provide comprehensive administrative and operational support to scientific and operational leadership and staff across the ALS Safety and Work Planning groups and associated projects, including ALS-U. This role will support project activities, including meeting logistics, safety documentation and test records, database management, action-item tracking, and maintaining accurate, auditable records.

The Advanced Light Source is a U.S. Department of Energy (DOE) Office of Science national scientific User Facility that produces exceptionally bright soft and hard x-ray, ultraviolet, and infrared light. With a strong scientific reputation, expert staff, and advanced capabilities, the ALS attracts thousands of academic and industrial users each year in condensed matter and quantum materials, energy sciences, biosciences, earth and planetary sciences and more. The ALS is 1 of 5 Berkeley Lab User Facilities that serve 15,000 users annually. Co-located with the Molecular Foundry, NERSC supercomputing center, and Berkeley Lab's materials, chemical sciences, biosciences, and other divisions, the ALS provides an ideal collaborative environment for innovative scientific discoveries. The ALS is a global leader in soft x-ray science, and aims to maintain its leadership with ALS-U, a major project to upgrade the facility to a fourth-generation light source. This upgrade will position the facility among the brightest soft x-ray light sources in the world, offering capabilities that no other facility can provide.

This position has an anticipated start date of December 1, 2026.

***If you are a current or former Berkeley Lab employee experiencing technical difficulties with submitting your application, please contact talent-acquisition@lbl.gov.***

We’re here for the same mission, to bring science solutions to the world. Join our team and YOU will play a supporting role in our goal to address global challenges! Have a high level of impact and work for an organization associated with 17 Nobel Prizes!

Why join Berkeley Lab?

We invest in our employees by offering a total rewards package you can count on:

• Exceptional health benefits.
• Generous paid time off, sick time off, and holidays.
• A culture where you’ll belong - we are invested in our teams!

What You Will Do:

• Serve as the primary point of contact for administrative and operational support to the Safety and Work Planning groups.

• Coordinate meetings, safety reviews, workshops, conferences, retreats, and other events, including scheduling, agendas, meeting rooms, audio visual support, approvals, registration, travel, lodging, materials, catering, and internal and external communications.

• Coordinate travel in accordance with Berkeley Lab and DOE requirements, including authorizations, cost estimates, conference approvals, itineraries, reservations, and expense reports.

• Coordinate routine administrative business processes, including invoice and payment support, time reporting, office supply and equipment procurement, and other operational needs.

• Attend key meetings and prepare detailed minutes documenting discussions, decisions, and outcomes.

• Maintain action-item tracking systems to monitor follow-up through completion.

• Prepare, format, edit, and maintain technical safety documents, procedures, presentations, checklists, charts, graphs, and signage.

• Coordinate document reviews, signatures, approvals, uploads, and follow-up reminders.

• Administer institutional databases and document control systems, including the Contractor Assurance Management System (CAMS) and ALS Safety Configuration Control (ASCC), ensuring accurate records, data integrity, and complete audit trails.

• Coordinate Annual Beamline Safety Inspections with inspectors, line management, and the safety manager, including scheduling, documentation, and follow-up.

• Use Google Workspace, Smartsheet, and other workflow tools to manage tasks, organize records, track safety data, and facilitate cross-functional communication.

• Evaluate operational workflows and identify opportunities to improve efficiency, consistency, and service delivery by developing workflows, templates, and tracking systems.

• Organize, digitize, upload, and quality-check safety test records, schedules, inventories, and related documentation.

• Conduct staff workstation evaluations and recommend standard ergonomic adjustments to promote comfort and workplace safety.

• Maintain proficiency in the ALS Maximo database to provide backup work-order processing and support the Work Planning team by maintaining Shutdown Work and Maintenance Planning (SWAMP) lists.

• Assist with building management including, coordinating access, facilities, and occupant needs.

• Research, interpret, and apply Laboratory policies, practices, and procedures.

What We Are Looking For:

• A minimum of 5 years of relevant experience providing administrative and operational support to senior-level management in a professional, academic, or research environment.

• Experience delivering high-level administrative support, encompassing email correspondence, calendar management, scheduling, travel coordination, expense reports, meeting planning, project coordination, data management, report generation, and navigating complex computerized systems across multiple groups within a large, complex organization.

• Demonstrated proficiency using prominent cloud-based software platforms and applications, including Google Workspace, MS Office Suite, and Zoom video conferencing on Mac or PC.

• Experience designing and maintaining tracking systems, databases, spreadsheets, and work processes to manage data accurately and improve efficiency.

• Demonstrated analytical skills, including the ability to proactively identify a wide range of issues, problem-solve, develop creative solutions, and recommend alternative approaches.

• Exceptional organizational skills, showcasing the ability to manage competing priorities, meet deadlines, take initiative, and adapt quickly to changing work priorities.

• Demonstrated commitment to high-quality customer service and the ability to build and maintain effective, professional working relationships at all levels and across multifunctional teams.

• Excellent written communication skills, with a history of producing professional, error-free e