Lawrence Berkeley National Lab’s (LBNL) Building Technology and Urban Systems (BTUS) Division has an opening for a Program Manager to join the team.

In this exciting role, you will predominantly focus on providing support to building technologies and clean energy testing facility FLEXLAB® for program operations, and support of WBS research projects, including program management, stakeholder communications, milestone and deliverable management, subcontracting, budget development and tracking and assisting with proposal and grant submissions. Position requires advanced knowledge and skills in applying administrative concepts, and an understanding of LBNL’s procurement and EHS processes and procedures. You will interpret and implements Laboratory, Division and FLEXLAB policies, practices, and procedures for the activities of the program, serves as point of contact for FLEXLAB operations support, manage and coordinate a wide range of program needs as well as manage complex and diverse activities for FLEXLAB, prioritizing work as needed to meet project goals and objectives.

In this position, you will also conduct project management of moderately sized research programs and projects, including those that span researchers in multiple divisions and areas of the lab. Project management will include task and deliverable tracking, coordination and collaborate with contracts officers, principal investigators, external stakeholders (e.g. entrepreneurs) for scope of work development, budgeting and execution, and support CRADA development in areas such as export control compliance review, and data protection plans for proprietary data sharing. This position will review performance in these areas, and recommend courses of corrective action as needed to achieve the program goals.

What You Will Do:

• Provide project management support to track and monitor costs, prepare budgets and make adjustments in response to project conditions, apply recharge (testing facility rental fees) to research projects and track staff charges by utilizing institutional systems.
• Manage procurement of small and large items; obtain competitive quotes, negotiate with vendors, analyze and validate budget, execute purchase via procurement card or in coordination with the Procurement Department, reconcile invoices and charges. Track and manage shipping and delivery, coordinating with LBNL departments as needed.
• Manage construction and maintenance related contractual work for FLEXLAB. This includes: coordinating with FLEXLAB management and procurement staff to contract their scope of work and other contracting documents to process subcontracts; budget and track costs; review invoices for accuracy; and forecast future expenditures.
• Oversee the development and implementation of construction pre-hazard task analysis and Subcontractor Job Hazard Analysis (sJHA’s).
• Fill in for primary construction managers when such projects occur, by attending Plan of the Day meetings, verifying safety forms are filled out and signed by vendors, and the work safety standards are in compliance with LBNL/UC-DOE policies and procedures.
• Maintain and administer the Customer Relationship Management (CRM) content; lead tracking, etc. utilizing Salesforce or similar applications.
• Manage onboarding and support process for FLEXLAB research projects. Manage test facility scheduling, key access, photographs and other items with researchers.
• Develop and manage success metrics and associated presentation graphics. Support reporting to clients and sponsors.
• Manage space related issues for FLEXLAB. Serve as point of contact for all space requests, both personnel and equipment/storage.
• Manage equipment inventory, storage and transport.
• Manage Human Subjects protocol renewals and updates.
• Develop and document program and project support processes.
• Provide support to FLEXLAB management.
• Triage a broad range of issues; decide on course of action or identify and route to appropriate sources. Work collaboratively with other key staff/resources to ensure optimal efficiency and effectiveness of operational processes.
• Maintain and administer websites (both internal and external) and project photo archives.
• Assist with development of newsletters and case studies for new and existing research initiatives.

Support Projects by:

• Provide project management support to track and monitor costs, prepare budgets and reports, and track staff charges by utilizing institutional systems.
• Coordinate proposal creation and submission; interface with WBS management, Principal Investigators, Program Development Office and resource analysts.
• Manage scientific and technical milestone gathering/tracking and coordination within and among project collaborators by utilizing project management collaboration tools to ensure the project meets all goals and deliverables in a timely fashion.
• Coordinate project stakeholder communications by gathering project content from the PI’s and designing an effective communication format for dissemination.
• Assist in developing and administering sub contracts, including submitting requisitions, technical review memos, invoice tracking.

Conduct project management for moderately sized programs by:

• Coordinating and collaborating with entrepreneurs, principal investigators, and contracts officers for scope of work development and budgeting incorporating program level administration and management tasks.
• Conducting task and deliverable tracking, coordinating and collaborating with principal investigators, external stakeholders (e.g. entrepreneurs) as needed to achieve project and program goals. Assessing and making recommendations for project or program modification to achieve goals. Coordinating with the principal investigator for the program to determine direction for modifications, and implement.
• Coordinating and conducting compliance reviews for entrepreneurs and their project needs, including the need for any proprietary data protection plans. Manage development of data protection plans as needed, coordinating with LBNL IT.
• Manage any other programmatic requirements, such as export control compliance reviews, coordinating with LBNL for necessary export controls if needed.
• Manage other programmatic tasks in support of the client, such as participation in outreach events and activities.

What is Required:

• BA/BS degree in a related field and/or at least 5 years of relevant experience or equivalent experience.
• Minimum 2 years of experience in setting priorities with the ability to make decisions to support program requirements while achieving the objectives of the scientific programs and projects.
• Strong knowledge about program/project management.
• Familiarity with procurement practices.
• High level of organizational skills to independently initiate and prioritize responsibilities and manage multiple/competing projects within an environment of changing priorities.
• Demonstrated problem-solving skills and ability to analyze data/problems and provide practical and resourceful solutions.
• Professional level administrative experience in program management.
• Excellent verbal and written communication, and organizational skills.
• Ability to plan, prioritize and organize frequently competing and changing duties / tasks.
• Excellent time management skills and ability to manage multiple projects at once.
• Demonstrated ability to initiate and maintain harmonious and productive cross-functional and collaborative relationships with peers, supervisors, and stakeholders.
• Advanced skills in MS Office (specifically MS Excel), and Google suite of online tools (Sheets, Drive).
• Ability to anticipate and plan for all contingencies.
• Familiarity with processing grant proposals.

Desired Qualifications:

• Professional level administrative experience, preferably in a scientific/technical/research environment.
• Demonstrated hands-on experience in processing grant proposals.
• Experience with CRM (Salesforce) software.
• Familiarly with LBNL internal processes, including contract development and export controls.

For full consideration please apply by June 19, 2024 with the following application materials:

• Resume
• Cover Letter

Notes:

• This is a full-time career appointment, exempt (monthly paid) from overtime pay.
• The full salary range for this position is $109,248.00 - $184,356.00. The budgeted salary range that the Lab reasonably expects to pay for this position is $129,720.60 -$143,375.40. Salary offers will be commensurate with the final candidate’s qualification and experience, including skills, knowledge, relevant education, and certifications, and also aligned with the internal peer group.
• This position may be 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.
• This position is eligible for a flexible work mode, with onsite or hybrid work being the preferred modes, though full-time telework or remote work modes may be considered. Hybrid work is a combination of teleworking and performing work on-site at Lawrence Berkeley National Lab, 1 Cyclotron Road, Berkeley, CA. Individuals working a hybrid schedule must reside within 150 miles of Berkeley Lab. Work schedules are dependent on business needs.