Job Description

We're looking for an Administrator to support operational, organizational, and project activities in a dynamic, fast-paced environment. In this role, you will independently plan and execute assignments, coordinate and monitor operational activities; assess program needs; and implement solutions in accordance with established policies and procedures. You will coordinate projects, track actions and deliverables, respond to inquiries, and collaborate with internal and external stakeholders to ensure timely completion of activities. The position requires sound judgment, strong organizational skills, and the ability to manage competing priorities while communicating status clearly and effectively. You will regularly interact with Laboratory management, government agencies, academic institutions, private-sector organizations, and other key stakeholders. This position reports to the Deputy Division Leader of Operations in the Biosciences and Biotechnology Division (BBTD), within the Physical and Life Sciences (PLS) Directorate.

This position may offer a hybrid schedule, which includes the flexibility to work from home one or more days per week, after a probationary period. The specifics of the hybrid schedule, including the exact number of days required in the office and virtual work options may vary based on the needs of the team and the organization.

You will

• Plan, execute, and coordinate and monitor operational and organizational activities for the LLNL Select Agent Program Responsible Official (RO) Office, Research Compliance Office and Central Services within BBTD and PLS.
• Support the implementation of established business, operational, and organizational strategies, objectives, and deliverables, including preparing responses to requests for information.
• Represent assigned program offices on self-assessment and audit teams, work-related committees, and other organizational initiatives.
• Coordinate projects to assess and implement established protocols, procedures, and process improvements.
• Collect, validate, interpret, and analyze planning data to support program and operational planning.
• Prepare and review reports and documentation for management decision-making, policy adherence, and consistency.
• Coordinate internal and external compliance audits including maintaining program-related documents and records in an audit-ready state, managing audit logistics including preparing agendas, scheduling, and documentation and tracking issues and corrective actions.
• Interface with internal customers and external vendors in support of Central Services operations, including tracking and coordinating procurements and subcontracts and preparing reports to support budget management and review.
• Support project workflows and deliverables by tracking assignments, coordinating reviews, maintaining routine content, and facilitating timely completion.
• Coordinate information, respond to inquiries, and prepare schedules, correspondence, planning materials, and related documentation.
• Perform other duties as assigned.

Qualifications

• Active Department of Energy (DOE) Q-level clearance at the time of hire.
• Active Federal Bureau of Investigation (FBI)/Criminal Justice Information Service (CJIS) Security Risk Assessment (SRA) for access to Select Agent information at the time of hire.
• Associate's degree in a business-related field, or an equivalent combination of education and relevant related experience in business, operations, organizational support, events, communications, or administration.
• Working knowledge of the Cayuse Animal Oversight and Hazards Safety software including working knowledge of administrative, data entry and reporting functions within the software.
• Experience managing controlled and program-related documents and records, including version control, retention, and audit readiness.
• Experience interpreting and applying policies and procedures to organizational projects.
• Relevant experience coordinating business, operational, or organizational activities.
• Experience coordinating large meetings, seminars, events, or or compliance-audit activities, including scheduling, facility preparation, presentation materials, audiovisual support, and follow-up.
• Strong administrative and organizational skills, including attention to detail, flexibility, and the ability to independently prioritize multiple activities with competing deadlines.
• Ability to work effectively under short deadlines and frequent interruptions.
• Demonstrated judgment, discretion, tact, and interpersonal skills when working with personnel at all levels and handling sensitive matters.
• Effective verbal and written communication skills, including the ability to explain procedures, present information, coordinate actions, and build effective working relationships.
• Analytical and problem-solving skills, with the ability to research, identify, and resolve multifaceted operational issues and escalate issues as appropriate.
• Experience coordinating projects and events involving multiple stakeholders, including developing schedules and workflows, tracking deliverables, managing priorities, and communicating status, issues, and next steps.
• Experience evaluating project or operational results, incorporating stakeholder feedback, and making preliminary recommendations for process improvements.

Qualifications We Desire

• Experience working in a scientific, research, or technical program environment.
• Knowledge of Laboratory, PLS, and BBTD business, operations, and organizational structures.
• Experience working with high-visibility institutional partners.

Pay Range

$94,560 - $115,728 Annually

This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting; pay will not be below any applicable local minimum wage. An employee's position within the salary range will be based on several factors including, but not limited to, specific competencies, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, and business or organizational needs.

Additional Information

#LI-Hybrid

Position Information

This is a Career Indefinite position, open to Lab employees and external candidates.

Security Clearance

This position requires an active Department of Energy (DOE) Q-level clearance or active Top Secret clearance issued by another U.S. government agency at time of hire.

Pre-Employment Drug Test

External applicant(s) selected for this position must pass a post-offer, pre-employment drug test. This includes testing for use of marijuana as Federal Law applies to us as a Federal Contractor.

Wireless and Medical Devices

Per the Department of Energy (DOE), Lawrence Livermore National Laboratory must meet certain restrictions with the use and/or possession of mobile devices in Limited Areas. Depending on your job duties, you may be required to work in a Limited Area where you are not permitted to have a personal and/or laboratory mobile device in your possession. This includes, but not limited to cell phones, tablets, fitness devices, wireless headphones, and other Bluetooth/wireless enabled devices.

If you use a medical device, which pairs with a mobile device, you must still follow the rules concerning the mobile device in individual sections within Limited Areas. Sensitive Compartmented Information Facilities require separate approval. Hearing aids without wireless capabilities or wireless that has been disabled are allowed in Limited Areas, Secure Space and Transit/Buffer Space within buildings.

How to identify fake job advertisements

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To learn more about recruitment scams: https://www.llnl.gov/sites/www/files/2023-05/LLNL-Job-Fraud-Statement-Updated-4.26.23.pdf

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