Division Office Manager

$105,576 - $131,976/Yr

Molecular Foundry

Full-time - Mid Level

About the position

The Division Office Manager for the Environment, Health, & Safety (EHS) Division at Berkeley Lab is responsible for providing specialized management support to executive operations within the team. This role acts as a central communication hub, ensuring seamless collaboration among the EHS team and key stakeholders, while supporting the EHS Deputy and Division Director. The ideal candidate will manage sensitive projects, complex scheduling, and communication needs, while overseeing administrative staff and ensuring service consistency across the division.

Responsibilities

• Provide executive level support to the Division Director and Deputy Division Director.
• Act as a liaison to facilitate communication among the EHS Deputy, Division Director, and internal/external stakeholders.
• Review and triage incoming correspondence/communications, determining significance and priority.
• Handle confidential information with discretion and diplomacy.
• Create, edit, and review correspondence and presentations for clarity and professionalism.
• Independently manage and allocate resources for timely preparation of meeting materials.
• Create and compile high-quality briefing materials, meeting agendas, and talking points.
• Interact and participate with EHS staff in meetings and on committees to support strategic objectives.
• Develop and maintain effective relationships with DOE counterparts and other stakeholders.
• Manage reports and oversee management recordkeeping and communications.
• Oversee travel arrangements and scheduling for the Division Office.
• Supervise administrative staff members, ensuring quality of work and timely delivery of services.
• Facilitate communications among the EHS administrative support network.
• Conduct performance evaluations and manage corrective actions as necessary.
• Lead staff to leverage and adapt new technology to improve administrative processes.

Requirements

• Bachelor's degree and a minimum of seven years relevant operational and administrative experience.
• Demonstrated administrative experience supporting senior-level management.
• Ability to work independently on multiple complex assignments and establish priorities with minimal direction.
• High caliber customer service skills, with professionalism and diplomacy in communication.
• Experience coordinating complex calendars and travel arrangements in a corporate or laboratory setting.
• Editing skills to ensure clarity and correctness in various documents.
• Ability to interpret policies and procedures of governing institutions like DOE and UC Berkeley.
• Strong organizational and planning skills to manage competing priorities effectively.
• Advanced computer skills including Microsoft Office Suite and Google Suite.
• Experience with video conferencing tools such as Zoom and Microsoft Teams.

Nice-to-haves

• Advanced knowledge of DOE, UC, and/or LBNL administrative support policies and systems.
• Prior experience supervising administrative staff in a union environment.
• Valid California Driver's License.

Benefits

• Competitive compensation program
• Excellent health and welfare programs
• Retirement program
• Outstanding development opportunities