Job DescriptionWe have an opening for a
Division Administrator. You will be a member of the Security Organization administrative team in support of the Protective Force Division (PFD). You will work independently in planning and performing a wide range of diverse administrative activities that includes coordinating on-boarding/off-boarding, process improvements and leading administrative projects. This position is in the Security Organization.
- Coordinate, support and supervise the day-to-day administrative operations of assigned work areas; assess administrative needs, research options, and implement internal administrative procedures and systems to improve efficiency and effectiveness in accordance with established policies and practices.
- Oversee medical scheduling, certification and compliance tracking to ensure actions are completed accurately, on time, and in accordance with applicable requirements.
- Clarify, coordinate, communicate, and disseminate information on behalf of Division management; respond to routine and moderately complex inquiries, gather background information, track action items, follow up on requests, and ensure timely resolution of business, operational, and administrative matters, escalating issues as appropriate.
- Support and coordinate the administrative process for reviewing, tracking, and maintaining PFD documentation to support compliance with federal regulations, institutional requirements, and SO procedures; monitor routing and revision control in electronic systems, provide guidance on established procedures, and assist with periodic assessments of operational conformance.
- Coordinate the work of administrative staff and provide day-to-day guidance, training, and task oversight; support management in recruiting, on-boarding, performance documentation, and other personnel-related administrative activities in accordance with applicable policies and procedures.
- Research and resolve routine to moderately complex timekeeping and payroll issues; analyze available information, ensure compliance with applicable policies, procedures, regulations, and laws, and provide recommendations or elevate issues to management as needed.
Qualifications- Ability to secure and maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship.
- Experience coordinating administrative and operational activities for a work unit, including implementing procedures, tracking work, and supporting efficient day-to-day operations.
- Demonstrated ability to research and resolve routine to moderately complex administrative, personnel, timekeeping, and documentation issues in accordance with established policies and procedures.
- Experience monitoring records, documents, or electronic workflows for accuracy, completeness, and compliance with applicable requirements.
- Experience providing day-to-day guidance, training, and task coordination for administrative support activities.
- Effective organizational, analytical, and communication skills, with the ability to manage multiple priorities, meet deadlines, and work with employees and management at various levels.
- Proficiency with Microsoft Office and other business systems used for tracking, reporting, and document management.
Pay Range$94,560 - $115,758 Annually This is the lowest to highest salary range in good faith 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-Onsite
Position InformationThis is a Career Indefinite position, open to Lab employees and external candidates.
Security ClearanceThis 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 TestExternal 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 DevicesPer 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 advertisementsPlease 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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