Division Administrator

LLNL•Livermore, CA

1d•Hybrid

About The Position

We are looking for a Division Administrator in support of the Technical Information Department (TID) within the Business Directorate. You will be a key part of the leadership team strategically supporting workforce goals, planning, analysis, development, and implementation of administrative policies and procedures, personnel administration, department performance management and planning activities. You will represent management in daily operational administrative matters and participate as a member of the team in the development, implementation, and monitoring aspects of TID’s administrative and personnel activities. This position may offer a hybrid schedule, which includes the flexibility to work from home one or more days per week. 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.

Requirements

This position requires an active Department of Energy (DOE) Q-level clearance.
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.
Supervisory experience, including leadership and team-building skills to effectively lead and manage administrative personnel supporting multidisciplinary groups.
Broad knowledge of recruiting, hiring, performance management, and employee relations practices, as well as HR compliance requirements including FLSA, ADA, and EEO; experience interpreting and applying a wide range of personnel policies and procedures.
Experience leading business, operational, and organizational activities.
Advanced administrative and organizational skills, including strong attention to detail, flexibility, and experience independently coordinating and prioritizing multiple complex work activities, often with competing deadlines; demonstrated ability to work effectively with short deadlines and frequent interruptions.
Strong interpersonal, verbal, and written communication skills, and the judgment to handle sensitive and confidential matters with tact, discretion, and professionalism while interacting with individuals at all levels inside and outside the Laboratory.
Analytical and problem-solving skills to anticipate, identify, and resolve complex issues effectively.
Experience using specialized software, administrative tools, and approved AI tools to improve workflow efficiency, reporting, information organization, and other business operations; expert proficiency with Microsoft Office applications.

Nice To Haves

Knowledge of LLNL business applications and processes such as LAPIS, SMARTRECRUITERS, CAT, LEAP, TIME, VTS, FTS and/or LTRAIN.

Responsibilities

Serve as the primary point of contact for department administrative matters; plan, coordinate, and implement a variety of workforce, operational, and organizational activities.
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.
Supervise department non-exempt administrative staff, including hiring, mentoring, career development, training, performance appraisals, disciplinary actions, coordination of work assignments, and alignment and salary recommendations.
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.
Represent the department on self-assessments, audit teams, and work-related committees; lead projects to evaluate processes and implement improved protocols and procedures.
Research, gather, analyze, and compile information from various sources for reports, presentations, correspondence, and management decision-making.
Establish and maintain databases, spreadsheets, tracking systems, and budget-related records to support accurate reporting, timely completion of action, and follow-up on pending items.
Perform other duties as assigned.