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Administrator / Facilities Division Director Resume Example

Resume Score: 90%

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ADMINISTRATOR / FACILITIES DIVISION DIRECTOR
Summary
ADMINISTRATOR / OFFICE MANAGER
Skills
  • Advanced MS Office Suite knowledge
  • Meticulous attention to detail
  • Strong problem solver
  • Self-directed
  • Dedicated team player
  • Resourceful
  • Strong interpersonal skills
  • Meeting planning
Experience
Administrator / Facilities Division DirectorApr 2014 to Current
Lawrence Berkeley National Laboratory - Berkeley, California
  • Work closely with the Facilities Division Director and senior management in strategic planning and related activities to meet program and business needs for the Facilities Division programs.
  • Assess administrative support needs of divisional and institutional operational programs and develop administrative staffing plans to meet needs effectively and efficiently.
  • Delegate tasks and lead administrative staff members who provide support services in travel arrangements; meeting and event coordination; document, report, proposal, manuscript and presentation preparation and coordination; and other required business services.
  • Oversee the full range of event coordination services for the Facilities Leaders Team meetings, program and division reviews, operational/research seminars, and other conferences and high-level meetings.
  • Budget management for these events; serve as a liaison between the Facilities Division Director and other LBNL and DOE management offices.
  • Serve as prime internal consultant and external spokesperson on all matters involving administration and business services for divisional operations programs.
  • Interface with a wide variety of internal and external resources including Finance, Human Resources, Public Affairs, EH&S, Protective Services, Laboratory Directorate, division/senior LBNL management, and other governmental agencies and organizations including DOE, SC, LANL, LLNL UCOP.
  • Prepare, organize and refine information for laboratory annual plan, and other high-profile reports and proposals.
  • Compose, edit and prepare responses on behalf of the Facilities Division Director and senior management team as needed, including sensitive and strictly confidential items, such as technical reports, union negotiations/strategy positions, employee and labor relations matters, and presentations using a wide range of computer applications, as appropriate.
  • Directly support the Facilities Division Director and senior management team, identify, triage and resolve a broad range of highly complex, unique and sensitive division operational and administrative issues through use of initiative, sound judgment and decision making skills.
  • Respond to and ensure effective communication between the Facilities Director, senior management and a broad range of individuals within the National Laboratories, UC campuses and external organizations.
  • Manage Performance Review process.
  • Oversee fiscal management of various division accounts including employee activities fund, directors discretionary fund, and review and evaluate accounts with appropriate financial and management staff.
  • Perform special assignments and projects as needed; created the Emergency Response Manual and Records Management process to improve user efficiency.
EXECUTIVE ASSISTANT / CRD Division DirectorSep 2011 to Apr 2014
Lawrence Berkeley National Laboratory - Berkeley, California
  • Provide executive level support for the CRD Director and back-up support for the Associate Laboratory Director of Computing Sciences.
  • Assist division management with travel and itinerary planning, meeting logistics, presentation materials and other individualized support.
  • Serve as single point of contact for communication issues on the director's behalf.
  • Provide a full range of administrative support to all staff within the Division.
  • Schedule one on one meetings and groups with internal or external attendees.
  • Prepare confidential documents related to performance management, budgets and research proposals.
  • Ensure logistical needs in coordinating with schedules, directions and institutional requirements.
  • Prepare and edit correspondence, research proposals and other technical documents.
  • Provide support to technical leads and managers by interacting with institutional systems and processes.
  • Maintain and organize division level information and data needed by the Division Director and senior management within the Division in the areas of proposals, budgets.
  • financial analysis, staffing plans and assignments.
  • Extract, interpret and synthesize information for presentations and charts for the Division Director and management.
  • Maintain an understanding of division resources and business functions to provide assistance to the Division Director.
  • Successful event execution, including all communication planning, briefing and review; logistics; and trouble-shooting.
  • Maintain a calendar of events and implemented a system that enables and anticipates long-term planning and effective event management for the lab's meetings, conferences and events.
  • Identify all aspects of event risk assessment and crisis management planning strategies.
  • Collaboration with hotels and restaurants, audio/visuals, conference room setup and hospitality.
EXECUTIVE ASSISTANT Division DirectorNov 2007 to Sep 2011
Lawrence Berkeley National Laboratory - Berkeley, California
  • Under limited direction, provide executive level administrative support to the Division Director of the National Energy Research Scientific Computing (NERSC) Division.
  • Track key business or project issues for managers.
  • Provide status updates to managers and other members of the staff on priorities, schedule and deadline changes.
  • Maintain communication and updates which occur through web-based tools.
  • Responsible for drafting, editing and proofing memos, web pages, correspondence, reports and proposals before distribution.
  • Served as single-point-of contact for internal and external communications with the Division.
  • Prepared, and organized meeting materials.
  • Proactively coordinated activities and deliverables with other key staff members prior to deadlines.
  • Act as primary lead for all logistical details related to reviews, meetings, and conferences with strategic or significant impact.
  • Interacted with high level guests, DOE management and other visitors as required.
  • Exercised independent judgment in determining schedule priorities for Division Director.
  • Provided detailed schedules, itineraries and meeting agendas.
  • Prepared complicated travel itineraries, scheduled airline flights and arranged hotel accommodations for Division Director and preparation of reimbursement paperwork.
  • Resolved issues around unallowable expenses or problems with reimbursement requests.
EXECUTIVE ASSISTANTMay 2006 to Nov 2007
Lawrence Berkeley National Laboratory - Berkeley, California
  • Represented in a professional manner the Director's front office to a wide range of high-level visitors from international and national organizations and to Lab employees.
  • Handled numerous telephone and in-person inquiries and assure that the reception area is a welcoming environment.
  • Responsible for tracking Director's mail, letters of recommendation, photos, and other miscellaneous requests.
  • Reviewed and archived various office files and records in accordance with Laboratory and DOE records management policy and procedure.
  • Provided support and assistance to Chief of Staff for the Directorate.
  • Filed incoming and outgoing correspondence in adherence to current Directorate archived policies and procedures.
  • Arranged for special needs of visitors including parking, transportation, hospitality, etc.
  • Responsible for greeting and welcoming all visitors to the Director's Office, including high-level external guests.
  • Coordinated logistical arrangements for the Director's meetings, conferences, and other senior-level meetings including Annual Reviews of Divisions.
  • Developed and maintained workshops, conferences, and meetings.
  • Take meeting minutes as needed.
  • Composed professional, executive-level business correspondence.
  • Responsible for correspondence to international, DOE, and internal Lab recipients using complex mailing lists with discretion and good judgment.
OFFICE MANAGER / EXECUTIVE ASSISTANTDec 2004 to May 2006
Smart Design - San Francisco, California
  • Established & maintained protocol for meetings & resource scheduling.
  • Advised IT/when changes and updates to the intranet's Office Management section are required.
  • Assisted staff in making travel arrangements and maintained vendor relationships so that quality and cost efficient standards are met.
  • Identified, and coordinated repairs to base building and work with building owner on maintenance issues as needed.
  • Maintained security system, ensuring all office equipment is in good working order and staff trained to use them.
  • Prepared annual operating budget.
  • Provided detailed account to Finance and Legal Team Leader of equipment annually.
  • Dispensed and coordinated input of petty cash.
  • Provide support for making sure video-conference and Audio/Video equipment is available and in working order.
  • Conducted payroll processing, benefits administration, employee files, and new employee orientation.
  • Responsible for accounting functions such as A/P, A/R, Purchasing.
  • Assisted with preparation of marketing materials and market research.
  • Shareholder and Board communications, special event planning.
  • IT Support (Telephone Systems, Computer Backups, Website & Email Management).
NORTHERN CALIFORNIA AREA MANAGERJun 2000 to Jun 2003
Merrill Corporation - San Francisco, California
  • Managed multiple locations for leading outsourcer of office services to law firms and investment banks.
  • Responsible for P&L of business unit encompassing four staffed locations (up to 27 employees) and three equipment-only locations in the San Francisco-Sacramento area.
  • Supervised four client services managers.
  • Used human resources management principles, including performance management, team building, training/development to ensure efficiency, profitability and client satisfaction.
  • Worked directly with Executive Director/Management Partner of leading client firms including Morrison Foerster (two locations), CSFB, Morgan Miller & Blair, Filice, Brown, Eassa & McLeod, Citadel Investment Group.
  • Directed operations providing full-service administrative function to clients, including high-volume copying, mail, fax, reception, conference set-up, records management.
  • Responsible for all site set-up activities, including hiring and training manager and staff, leasing and installing equipment.
  • Conducted regular meetings with clients.
  • Reviewed monthly reports for each site, verified accuracy of invoices and tracking of billable vs.
  • non-billable costs.
  • Troubleshot and resolved billing disputes and discrepancies.
  • Monitored client costs and volumes, negotiated contract changes or equipment upgrades.
  • Identified opportunities to change and expand services provided to clients.
DOCUMENT PROCESSING/GRAPHICS MANAGERFeb 1998 to Dec 1999
Marsh, Inc - San Francisco, California
  • Managed all desktop publishing and document processing in three San Francisco locations for world's largest insurance broker.
  • Directed development of creative, innovative, quality and effective communication materials including proposals, brochures, manuals, speeches, slide shows, videos and stewardship reports for client and prospective client presentations.
  • Provided writing, editing and/or graphics design expertise to projects.
  • Supervised 12 staff.
  • Planned, coordinated and administered job development and training programs.
  • Developed and implemented goals, objectives, policies, procedures and work standards.
  • Developed and implemented goals, objectives, policies, procedures and work standards.
  • Conducted performance evaluations.
  • Participated in recruitment and hiring.
Education and Training
MS94Academy of Art College - San Francisco, CaliforniaWord/PowerPoint/Excel, Learn It - San Francisco, California, 2012-2013 Photoshop, Illustrator, Learn It, San Francisco, California,
Skills
HTML, Dreamweaver, Adobe Photoshop, Adobe PageMaker, Adobe Illustrator, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Smartsheet
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Resume Overview

Companies Worked For:

  • Lawrence Berkeley National Laboratory
  • Smart Design
  • Merrill Corporation
  • Marsh, Inc

School Attended

  • Academy of Art College

Job Titles Held:

  • Administrator / Facilities Division Director
  • EXECUTIVE ASSISTANT / CRD Division Director
  • EXECUTIVE ASSISTANT Division Director
  • EXECUTIVE ASSISTANT
  • OFFICE MANAGER / EXECUTIVE ASSISTANT
  • NORTHERN CALIFORNIA AREA MANAGER
  • DOCUMENT PROCESSING/GRAPHICS MANAGER

Degrees

  • MS 94

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