Office Administrator- Technical Services Department (ES&H)

About the position

We have an opening for an Office Administrator in the Technical Services Department (TSD) within Environment, Safety and Health (ES&H). You will perform a full range of advanced and complex administrative assignments in a dynamic and fast-paced environment which may have frequent interruptions and conflicting priorities. You will be a resource for TSD management and staff regarding daily administrative matters and participate as a member of the administrative team in the development, implementation, and monitoring of all aspects of administrative and personnel activities. You will also support the Advanced Capabilities, Scholar, and Military Development Office and be a key administrative resource for ES&H mentors and scholars. This position offers a hybrid schedule, blending in-person and virtual presence. You will have the flexibility to work from home one or more days per week.

Responsibilities

• Act as the primary resource for administrative matters related to the Advanced Capabilities, Scholar, and Military Development Office for all levels of management, both internal and external to the Laboratory.
• Serve as the administrative point of contact for managers, mentors, and scholars.
• Collaborate with ES&H hiring teams and HR to ensure compliant student and military recruitment and hiring process by collecting and entering external job postings, grant requests, and required forms.
• Ensure accuracy in documentation and adherence to deadlines for multiple funding and recruiting programs.
• Develop, maintain, and manage complex databases, spreadsheets, and tracking systems to independently monitor action items and coordinate the timely flow of paperwork.
• Compile, coordinate, and prepare data to establish and maintain metrics for recruitment and hiring activities, including job applicant information and future engagement/employment metrics.
• Gather and track applicant information, coordinating with management and the hiring team to ensure all deadlines are met.
• Oversee and monitor successful onboarding processes for new student and military hires, including office space assignments and collaboration with mentors, the administration team, and the hiring team.
• Independently organize and manage onsite workshops, conferences, and special events, ensuring all logistical details are addressed.
• Serve as an institutional point of contact and escort as needed.
• Assess and advise on operational issues, policies, and procedures, developing methods to monitor targets and goals.
• Research, analyze, and implement internal administrative procedures to enhance efficiency and effectiveness.
• Perform other duties as assigned, adapting to the evolving needs of the organization.

Requirements

• Ability to obtain and maintain a US DOE Q-level security clearance which requires U.S. Citizenship.
• Advanced communication and interpersonal skills necessary to interact effectively with a diverse workforce and represent the organization to constituents both internal and external to LLNL.
• Proven ability to be analytical, creative, and improve processes, including disseminating and training staff and management on the process.
• Advanced computer skills and experience with the Microsoft Office Suite, database and calendaring software, and the ability to learn new software quickly.
• Proven ability to create complex spreadsheets and databases and maintain historical documentation and/or metrics reporting purposes.
• Comprehensive administrative knowledge and experience including strong organizational skills, attention to detail, proofreading skills, accuracy and follow-through; including experience compiling and preparing presentations and editing text for publication and/or high-level distribution.
• Experience coordinating and planning complex workshops and events.
• Knowledge and understanding of HR for proper personnel administration.
• Experience working under minimal supervision, in a multitask/multi-faceted environment of rapidly changing priorities, deadlines, and frequent interruptions.
• Problem-solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems.
• Ability to be self-motivated and flexible, exercising a high degree of discretion and mature judgment in handling business sensitive and/or classified information, as well as personnel interactions.
• Experience working effectively as a team member as well as independently.

Nice-to-haves

• Associate's degree in a related field or equivalent combination of extensive experience and education in a related business, operational and/or organizational area.
• Experience using LLNL administrative systems including: SmartRecruiters, HR Personnel Database, LTRAIN, TIME, and other relevant administrative systems.
• Experience working with scholar and military programs.
• Fluency in Microsoft Teams, Excel.

Benefits

• Competitive salary range of \$91,320 - \$111,840 annually.
• Hybrid work schedule allowing flexibility to work from home one or more days per week.