The Office of the CFO at Lawrence Berkeley National Laboratory has an exciting opportunity for an experienced Administrator reporting to the Budget Officer. Under general supervision, the incumbent serves as the Administrator to the Budget Officer.
As a member of a dynamic and fast moving organization, reporting to the Budget Officer you will assist in managing administrative projects and systems, including the Budget Office section of the OCFO Annual Report, and manage extensive coordination of departments, managers, and information. You will also carry out major assignments/projects; be responsible for preparing highly professional and technical presentations; compose business and professional correspondence, and communicate with Sr. Management, while conducting day-to-day business for the Budget Officer and the Budget Office staff.
Essential 75% Budget Office
• Manage administrative projects and systems including the Budget Office section to the OCFO Annual Report, which requires extensive coordination of departments and information. Manage deliverables for all strategic initiatives that are the responsibility of Budget, making sure manager is ready to update senior management on a regular basis. Analyze and coordinate the gathering of information for the Annual Budget Call Exercise.
• Act as an advisor/consultant to and representative of the Budget Office and liaison to internal and external contacts. Oversee projects that are often sensitive, confidential, of a complex nature and/or time critical, and will frequently require initiative in assembling and analyzing information, and determining appropriate responses to certain issues. May require access to confidential information that senior management may need for meeting or conferring purposes.
• Manage administrative activities and triage a broad range of management and administrative issues; decide on a course of action that includes research and interpretation of administrative policies and procedures and convey information about changes to appropriate members of the units. Coordinate all meetings including hospitality, travel, and all logistical aspects to ensure successful outcomes.
• Interact effectively and work diplomatically with a variety of individuals from various levels of the organization employing an appropriate professional demeanor as a representative of the Budget Officer. Communicate with internal and external personnel on routine to moderately complex matters. Communicate with internal and external personnel to insure follow-up on inquiries and closure to requests made by senior management. Analyze, research, facilitate, or resolve pending administrative items. Independently develop and oversee procedures and resources to meet administrative needs. Develop procedures to ensure the smooth flow of services from the Budget Office to all internal and external customers. Assist with short and long-term business planning for the unit.
• Carry out major assignments/projects which will include developing and preparing highly professional and technical presentations, using minimal direction and guidance; duplicate and distribute information; compose business and professional correspondence and communications while conducting day-to-day business for the Budget Office.
• Manage HR functions for the Budget Office; obtain information for postings and position descriptions, and help to write them; schedule interviews, assist search committees, gather input for annual performance review cycle in coordination with the Budget Officer.
• Formulate, affect, interpret and implement policies, practices and procedures.
• Quality Control – Always assure that your own work has been QA’d for accuracy and completeness. QA the written work of others in the unit for correct grammar, syntax and comprehension. Ensure that correspondence and communication from the Budget Office exhibits the utmost professionalism.
20% Other Administrative Duties
• Manage the calendars of Budget Office Manager’s with a high degree of discretion, diplomacy and organization. Using independent judgment make decisions with regards to competing priorities and be able to provide Management with all pertinent information needed to be fully prepared for meetings, trainings, conferences, and business travel and to act in a consultative/advisory role. Be pro-active in analyzing what information the Budget Officer will need from her staff to have “completed staff work” in preparation for her meetings.
• Make foreign and domestic travel arrangements; establish and maintain well-organized tracking and filing systems; and other logistical support
• Serve as back-up to the CFO’s Administrator and on other CFO initiatives as needed.
5% Other
• Perform other duties as assigned.
Marginal
May, or may not, be asked to supervise non-exempt employees.
Prioritize mail.
Qualifications:
Essential
• Proven ability to support senior managers. Experience as an administrator/advisor to senior management, preferably in a financial organization.
• Ability to formulate, affect, interpret and implement management policies.
• Substantial related administrative experience managing multiple projects.
• Skill in handling politically sensitive issues.
• Excellent writing and proofreading skills.
• Substantial skill in trouble-shooting, resolving problems, and prioritizing.
• Strong analytical, interpersonal and organizational skills.
• Ability to multi-task, be flexible and well-organized.
• Ability to remain focused and able to deliver under tight deadlines and shifting priorities.
¶ Strong computer skills, using Word, PowerPoint, Excel, Calendar, e-mail.
• Bachelor’s degree desired, or 4-6 years related experience, or combination thereof.
Marginal
• Familiarity with LBNL and DOE procedures.
• BA/BS or minimum of 4 years of related experience.
Notes
This position requires successful completion of a background check.
How To Apply
Apply directly online at http://bit.ly/lbl73650Admin and follow the on-line instructions to complete the application process.
Berkeley Lab is an affirmative action/equal opportunity employer committed to the development of a diverse workforce.
