Science and Technology on a Mission!
For more than 60 years, the Lawrence Livermore National Laboratory (LLNL) has applied science and technology to make the world a safer place.
We have an opening for a Program Office Administrator to work in a dynamic and fast-paced environment within the Global Security’s (GS) Energy and Homeland Security (E) Program. You will independently prioritize and execute a diverse administrative workload providing advanced administrative support to the E Program Management Team. You will coordinate Program activities and participate in the development and implementation of procedures to assess business, operational and organizational requirements and deliverables.
This position will be filled at either the A01.1 or A01.2 level depending on your qualifications. Additional job responsibilities (outlined below) will be assigned if you are selected at the higher level.
- Provide advanced administrative support to the Program Manager, Deputy Program Manager, Chief Engineer, and Senior Program Administrator. Represent management on day-to-day administrative matters to high level internal and external managers and respond on their behalf.
- Manage the day-to-day operations of administrative processes and activities, serve as a point of contact for all administrative action items and requests. Evaluate, develop, implement, and maintain an administrative coverage plan, and manage work schedules in support of the plan.
- Serve as a resource and provide guidance on the interpretation and application of personnel policies, procedures and practices; review documentation for adherence to policies and ensure consistency, participate in determining work unit compliance, and in the implementation of corrective actions.
- Manage, direct, and oversee special projects assigned by the Program management team to achieve organizational goals and objectives. Act as a liaison for the coordination and implementation of these activities, ensuring timeliness and compliance of security requirements.
- Collect, validate, and interpret business, operational and/or organizational planning data in support of strategic and/or workforce planning activities.
- Manage Program visit activities to ensure management of resources and coordination of visits, tours, and badging as appropriate. Actively participate in various meetings and represent the Program as appropriate on various committees.
- Independently clarify, coordinate, communicate, and disseminate information on behalf of the Program management team; assess and respond to inquiries, prioritize actions, follow-up and ensure resolution on a wide variety of issues.
- Perform other duties as assigned.
In Addition at the A01.2 Level
- Execute and administer a variety of personnel and recruiting related activities in support of programmatic workforce requirements. Lead the daily administrative operations, assess, implement, and maintain procedures and best practices. Conduct regular reviews of existing practices and procedures to ensure optimum effectiveness, identify and resolve complex problems of an administrative nature.
- Provide leadership, working supervision, and mentoring to administrative staff; manage workflow ensuring the efficient distribution of workloads to achieve organizational goals and objectives. Manage work schedules to ensure effective support and administrative coverage.
- Evaluate employee performance and conduct performance management activities, participate in ranking and salary management, encourage and guide career development, monitor training plans, perform conflict resolution, and implement corrective action efforts.
- Experience coordinating and leading administrative projects and/or operational work activities and multi-faceted internal processes for a work unit and/or functional area.
- Effective analytical, problem-solving, and decision-making skills necessary to independently identify and recommend appropriate actions and implement solutions to administrative issues.
- Advanced administrative and organizational skills, detail-oriented with experience in independently prioritizing multiple diverse and complex tasks for self and others in a fast-paced environment, with frequent interruptions, while meeting conflicting deadlines; the aptitude to assume responsibility and make decisions with minimal guidance within a multidisciplinary team.
- Experience working on organizational projects with the ability to understand customer needs and interpret and apply relevant policies and procedures.
- Advanced knowledge and experience with computers and associated software including MS Office applications; experience creating and maintaining complex spread sheets and developing presentations. Excellent grammar, proofreading and editing skills.
- Understanding of basic principles of personnel administration, policies and procedures and of HR compliance requirements for personnel administration (FLSA, ADA, EEO, etc.).
- Leadership and team building skills, ability to influence and build productive relationships.
- Effective interpersonal, verbal, and written communication skills with the ability to handle sensitive and confidential issues with tact, discretion, and mature judgment; ability to effectively deal with difficult situations and personnel.
In Addition at the A01.2 Level
- Knowledge and understanding of recruiting, hiring, and performance management processes and practices. Understanding of principles of personnel administration, policies and procedures, and state and federal laws.
- Experience leading administrative projects and coordinating multiple work activities and/or multifaceted internal processes; experience developing and implementing various administrative procedures and workflow processes to enhance efficiencies and meet objectives.
- Thorough knowledge and experience interpreting and applying Department of Energy and/or national laboratory personnel, safety and security policies and procedures.
- Experience with LLNL business applications and processes such as LAPIS, LHire, LEAP, LITE, and LTRAIN.
- Knowledge and understanding of LLNL’s hiring processes and procedures.
Pre-Employment Drug Test: External applicant(s) selected for this position will be required to 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.
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. In addition, all L or Q cleared employees are subject to random drug testing. Q-level clearance requires U.S. citizenship. If you hold multiple citizenships (U.S. and another country), you may be required to renounce your non-U.S. citizenship before a DOE L or Q clearance will be processed/granted.
Note: This is a Career Indefinite position. Lab employees and external candidates may be considered for this position.
Lawrence Livermore National Laboratory (LLNL), located in the San Francisco Bay Area (East Bay), is a premier applied science laboratory that is part of the National Nuclear Security Administration (NNSA) within the Department of Energy (DOE). LLNL's mission is strengthening national security by developing and applying cutting-edge science, technology, and engineering that respond with vision, quality, integrity, and technical excellence to scientific issues of national importance. The Laboratory has a current annual budget of about $2.1 billion, employing approximately 6,800 employees.
LLNL is an affirmative action/ equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, marital status, national origin, ancestry, sex, sexual orientation, gender identity, disability, medical condition, protected veteran status, age, citizenship, or any other characteristic protected by law.