Job Description

We have an opening for an Office Administrator to support the Infrastructure Maintenance and Utilities Department (IMUD). You will be responsible for supervising administrative team members and the coordination of business and administrative activities. You will work independently to plan, execute and/or provide oversight to a variety of business, workforce, and organizational requirements and activities. You will effectively manage conflicting priorities, maintain a high degree of flexibility, organization, and discretion. This position is in the Operations & Business (O&B) Administrative Team matrixed to the Infrastructure & Operations (I&O) 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.

This position will be filled at either the A01.2 or A01.3 level depending on your qualifications. Additional job responsibilities (outlined below) will be assigned if you are selected at the higher level.

You will

• Oversee and manage the day-to-day administrative operations within IMUD; assess and identify administrative needs; independently develop and recommend solutions and propose a course of action to resolve complex issues.
• Serve as direct support for the department head and operations manager, plan and prepare materials for department meetings, lead coordination for department events, gather information for and prepare complex reports and presentations for department management.
• Research, analyze, establish, and implement internal administrative procedures and systems to enhance efficiency and effectiveness of administrative operations.
• Supervise non-exempt administrative staff to include workload management, provide input in hiring process, staff development, provide training, mentoring and feedback on a regular basis; conduct performance reviews.
• Serve as the department point-of-contact for hiring activity; responsible for facilitating hiring process, in partnership with Department Workforce Administrator track and manage hiring activity.
• Manage the department ER/NR funds and Recognition and Awards program, working closely with management team and Division Administrator to provide approvals and guidance on policy and procedures; maintain and track accurate budgets and documentation.
• Perform other duties as assigned.

Additional job responsibilities, at the A01.3 level

• Advise and implement department planning, workforce activities, operational issues, and Laboratory policies and procedures; develop effective methods for meeting department deliverables and resolving complex administrative issues.
• Coordinate department performance management and alignment processes for department personnel and matrixed staff, ensuring adherence to Laboratory policy and organizational standards.
• Implement and coordinate business and operational process improvements, including the practical use of approved AI tools to enhance workflow efficiency, data analysis, reporting, and administrative effectiveness.

Qualifications

• Ability to secure and maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship.
• Experience participating in and leading business, operational and/or organizational activities.
• Experience representing management among diverse internal and external contacts and communicating manager's direction.
• Understanding of principles of personnel administration, policies and procedures, state and federal laws, and HR compliance requirements for personnel administration (FLSA, ADA, EEO, etc.).
• Administrative and organizational skills, including detail oriented, flexibility, and experience independently coordinating and prioritizing multiple and complex work activities, often with conflicting deadlines. Ability to work effectively with short deadlines and frequent interruptions.
• Experience interacting with all levels of personnel exercising a high degree of discretion, mature judgment, and tact in handling issues of a sensitive nature and effective verbal, written, and interpersonal communication skills necessary to effectively explain, present, direct, negotiate, and influence others.
• Creative problem-solving skills and effective analytical skills with the ability to anticipate, identify, and resolve complex issues effectively.
• Knowledge and experience interpreting and implementing LLNL policies, procedures, and practices.
• Experience using SmartRecruiter, or relevant applicant tracking system, with knowledge of and experience interpreting and applying employment policies and procedures.

Additional qualifications at the A01.3

• Associate's degree in a business-related field, or an equivalent combination of significant related experience and education in a business, operational, and/or organizational area.
• Broad experience leading business, operational, and/or organizational activities.
• In-depth knowledge of and experience interpreting and applying employment and compensation policies and procedures.
• Comprehensive knowledge and understanding of principles of personnel administration, policies and procedures, compliance requirements and state and federal laws (FSLA, ADA, EEO, etc.), including all processes related to postings, hiring, and job reclassifications.
• Supervisory experience, including employee development and fostering a productive team environment; coordinating administrative and operational work activities and multi-faceted internal business processes.

Qualifications We Desire

• Bachelor's degree in Business Administration or related field or equivalent combination of experience and education/training.

Pay Range
$94,560 - $115,728 Annually for the A01.2 level
$113,400 - $138,888 Annually for the A01.3 level
This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting. 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 a Department of Energy (DOE) Q-level clearance. If you are selected, we will initiate a Federal background investigation to determine if you meet eligibility requirements for access to classified information or matter. Also, all L or Q cleared employees are subject to random drug testing. Q-level clearance requires U.S. citizenship.

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

Please be aware of recruitment scams where people or entities are misusing the name of Lawrence Livermore National Laboratory (LLNL) to post fake job advertisements. LLNL never extends an offer without a personal interview and will never charge a fee for joining our company. All current job openings are displayed on the Career Page under "Find Your Job" of our website. If you have encountered a job posting or have been approached with a job offer that you suspect may be fraudulent, we strongly recommend you do not respond.

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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