Division Office Administrator - Materials Science Division

LLNL•Livermore, CA

4d•Hybrid

About The Position

We have an opening for an Administrator to work in a dynamic and fast-paced environment. You will work independently and may support Operations, the Materials Characterization Center (MCC), and/or provide advanced group support, following established procedures to assess business, operational and organizational requirements and deliverables and apply general knowledge of policies, procedures and practices to develop, approve and implement administrative and operational activities. This position is in the Materials Science Division (MSD). 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 A01.1 or A01.2 level based on knowledge and related experience as assessed by the hiring team. Additional job responsibilities (outlined below) will be assigned if hired at the higher level.

Requirements

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 the time of hire.
Experience coordinating administrative and operational work activities and multi-faceted internal processes.
Experience participating in business, operational and/or organizational activities.
Experience working on organizational projects with the ability to understand, interpret, and apply related policies and procedures.
Understanding of basic principles of personnel administration, policies and procedures and of HR compliance requirements for personnel administration (FLSA, ADA, EEO, etc.).
Effective analytical, problem solving and decision-making skills necessary to independently advise, resolve, recommend and approve appropriate actions to implement solutions.
Effective interpersonal skills with the ability to handle sensitive and confidential issues with tact, discretion, and mature judgment.
Effective leadership and team-building skills.
Experience leading administrative projects effectively with the ability to understand, interpret, and apply operational related policies and procedures; advanced organizational skills, attention to detail, accuracy, and follow through.
Administrative and organizational skills, including detail oriented, flexibility and experience independently coordinating and prioritizing multiple and complex work activities, often with conflicting deadlines.
Demonstrated 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 demonstrated effective verbal, written and interpersonal communication skills necessary to effectively explain, present, direct, negotiate and influence others.
Analytical skills with the ability to anticipate, identify, and resolve complex issues effectively.

Nice To Haves

Knowledge of Laboratory, PLS, and MSD business, operations, and organization.
Knowledge and understanding of the Laboratory’s policies and procedures.

Responsibilities

Assess business, operational and organizational requirements and deliverables and develop, approve and implement administrative and operational activities.
Participate in planning, decision-making, and development of administrative processes for the work unit.
Review documentation for adherence to policy, ensuring consistency within the work unit or functional area; participate in determining whether work unit is in compliance with policies, procedures, methods, and practices and participate in the implementation of corrective actions to bring into compliance.
Coordinate and participate in human resources activities for non-exempt office administrative personnel including hiring, training, performance management, career development, and provide rating alignment and salary recommendations.
Research, analyze, establish and implement internal administrative procedures and systems to enhance efficiency and effectiveness of administrative operations.
Collect, validate, and interpret business, operational and/or organizational planning data in support of strategic and/or workforce planning activities.
Assist with tracking budgets and expenditures, working closely with division administrator and resource manager.
Perform other duties as assigned.
Represent MSD on self-assessment, audit teams, or work-related committees and lead projects to assess, set and establish protocol and procedures for the work unit.
Prepare and review a variety of reports for management decision making.
Review a variety of documentation for adherence to policy and to ensure consistency.