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

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

Benefits offered by this job

Generous paid time off

Hybrid work schedule

Job summary

Lawrence Berkeley National Laboratory's Advanced Light Source (ALS) Division seeks an Administrator to support the Safety and Work Planning Groups and ALS-U projects. You will handle administrative operations, safety documentation, records, and meeting logistics in a fast-paced, collaborative research environment.

This role requires at least five years of relevant experience, strong organizational skills, and proficiency with Google Workspace and Smartsheet.

Qualifications

• Five+ years of relevant admin/support experience in a professional/research setting.
• Experience delivering high-level administrative support across multiple groups.
• Proficiency with cloud-based software platforms (Google Workspace, MS Office, Zoom).
• Experience designing/tracking systems, databases, and workflows for data management.

Responsibilities

• Provide admin and operational support to the Safety and Work Planning groups.
• Coordinate meetings, safety reviews, workshops, and events, including travel and materials.
• Coordinate travel with approvals, itineraries, and expense reports.
• Attend key meetings and prepare detailed minutes.
• Maintain action-item tracking and audit trails.
• Administer databases and document control systems (CAMS, ASCC).
• Coordinate annual beamline safety inspections.
• Use Google Workspace, Smartsheet, and related tools to manage tasks and records.

Skills

Administrative support

Meeting coordination

Document management

Safety documentation

Data management

Google Workspace

Smartsheet

Maximo

Education

Bachelor’s Degree in Business Administration or related field

Tools

Google Workspace

Smartsheet

Maximo

Job description

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.

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!

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

• 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 emails, documents, reports, and presentations.

Proven oral and interpersonal skills, including the ability to collaborate across teams and organizational boundaries, including with matrixed staff and internal and external stakeholders.

Demonstrated ability to interpret policies and procedures, develop recommendations, implement process improvements, and manage moderately complex to complex, sensitive, and time-critical assignments.

Desired Skills/Knowledge:

A Bachelor’s Degree (or equivalent knowledge/training) in Business Administration, Communication, or a related field.

Experience with Jira, Confluence, Smartsheet, Slack, Windchill, Adobe and/or comparable workflow, project, document-control, and collaboration systems.

Demonstrated ability to learn and apply new technologies, software, business systems, and processes.

Experience with Berkeley Lab administrative systems and policies, including requisition/procurement (including subcontracts), events, report coordination, travel, timekeeping, and financial management.

Experience supporting scientific, technical, or research programs.

Knowledge of Berkeley Lab, the University of California ( UC ), the Department of Energy ( DOE ), and/or local, state, and federal policies, procedures, and regulations.

Additional Information:

• Application Date: Priority consideration will be given to candidates who apply with a resume by Thursday, October 29, 2026. Applications will be accepted until the job posting is removed.


• Appointment type: This is a full-time career appointment, exempt (monthly paid) from overtime pay.


• Union Represented: This position is represented by a union for collective bargaining purposes.


• Salary Range: This position has a budgeted salary range of $94,920 - $122,760 annually, for job code A40.2. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary will be commensurate with the final candidate’s qualifications and experience, including skills, knowledge, relevant education, certifications, and aligned with the internal peer group (if applicable and per the union contract agreement).


• Background Check: This position is 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.


• Work Modality: This position is eligible for a hybrid work schedule - a combination of teleworking and performing work onsite at Lawrence Berkeley National Lab, located at 1 Cyclotron Road, Berkeley, CA 94720. A minimum of 4 onsite days per week is required. Work schedules are dependent on business needs. Individuals working a hybrid schedule must reside within 150 miles of Berkeley Lab. A REAL ID or other acceptable form of identification is required to access Berkeley Lab sites (for more information click here ).


• Relocation Assistance: This position is not eligible for relocation assistance.


• Work authorization: Candidates must be eligible to work in the U.S. at the time of hire. Visa sponsorship is not available for this position.

Want to learn more about working at Berkeley Lab? Please visit: careers.lbl.gov

Equal Employment Opportunity Employer: The foundation of Berkeley Lab is our Stewardship Values: Team Science, Service, Trust, Innovation, and Respect; and we strive to build community with these shared values and commitments. Berkeley Lab is an Equal Opportunity Employer. We heartily welcome applications from all who could contribute to the Lab's mission of leading scientific discovery, excellence, and professionalism. In support of our rich 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, protected veteran status, or other protected categories under State and Federal law.

Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer. For additional information, click here .