Administrative Lead for Safety & Work Planning (Hybrid)

Lawrence Berkeley National Laboratory; Berkeley (CA); Hybrid; USD 95,000 - 123,000; Full time

Job summary

Lawrence Berkeley National Lab (LBNL) invites applications for an Administrator to support the Safety and Work Planning Groups within the ALS Division and ALS-U project. The role emphasizes administrative and operational support to leadership, meeting logistics, safety documentation, and auditable records, fostering a safe, inclusive, and collaborative ALS community.

The position requires strong experience with Google Workspace, MS Office, and data management, plus exceptional organizational and

Qualifications

• 5+ years of relevant administrative experience supporting senior-level management.
• 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.
• Proficiency using cloud-based software platforms including Google Workspace, MS Office Suite, and Zoom on Mac or PC.
• Experience designing and maintaining tracking systems, databases, spreadsheets, and work processes to manage data accurately and improve efficiency.
• Demonstrated commitment to high-quality customer service and the ability to build and maintain effective professional relationships.

Responsibilities

• 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 CAMS and 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 SWAMP lists.
• Assist with building management including coordinating access, facilities, and occupant needs.
• Research, interpret, and apply Laboratory policies, practices, and procedures.

Skills

Administrative support

Calendar management

Travel coordination

Data management

Customer service

Written communication

Analytical skills

Cross-functional collaboration

Education

Bachelor's degree in Business Administration or related field

Tools

Google Workspace

MS Office

Zoom

Jira

Confluence

Smartsheet

Slack

Windchill

Adobe

Job description

Lawrence Berkeley National Lab (LBNL) invites applications for an Administrator to support the Safety and Work Planning Groups within the ALS Division and ALS-U project. The role emphasizes administrative and operational support to leadership, meeting logistics, safety documentation, and auditable records, fostering a safe, inclusive, and collaborative ALS community.

The position requires strong experience with Google Workspace, MS Office, and data management, plus exceptional organizational and