Lawrence Berkeley National Lab’s ( LBNL ) Building Technology and Urban Systems ( BTUS ) Division has an opening for a Program Operations Analyst to join the team.
In this exciting role, you will predominantly focus on providing support to our building and clean energy technologies test facility, FLEXLAB , program operations and support of WBS Principal Investigators (PIs) and their research projects, including program management, stakeholder communications, milestone gathering and tracking, budgetary tracking and monitoring and assisting with proposal and grant submissions. Position requires advanced knowledge and skills in applying administrative concepts. The incumbent interprets 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, coordinates a wide range of program needs as well as manages complex and diverse activities for FLEXLAB. This position will be able to use sound judgment and initiative in resolving issues of moderately complex nature.
What You Will Do

• Provide project management support to track and monitor costs, prepare budget reports, apply recharge (test facility rental fees) to research projects and tracking 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), required safety procedure documentation, and coordinating with LBNL safety personnel who review and approve this documentation.
• Fill in for primary construction manager 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. Specific tasks include verifying that hard hats and safety glasses are worn at all times, and that LBNL ladder safety standards are observed.
• Maintain and administer the Customer Relationship Management (CRM) content; lead tracking, etc. utilizing Salesforce or similar applications.
• Coordinate onboarding and support process for FLEXLAB research projects. Coordinate 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.
• Support maintenance of Human Subjects protocol.
• 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.

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.

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 $84,336.00 -$142,284.00. The budgeted salary range that the Lab reasonably expects to pay for this position is $100,126.20 -$110,665.80. 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.

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