Office Administrator- Technical Services Department ESH

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 fastpaced 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 inperson and virtual presence. You will have the flexibility to work from home one or more days per week.

You will

• 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.

Qualifications :

• Ability to obtain and maintain a US DOE Qlevel 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. Serve as a resource for management and staff.
• 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 followthrough; including experience compiling and preparing presentations and editing text for publication and/or highlevel 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/multifaceted environment of rapidly changing priorities deadlines and frequent interruptions.
• Problemsolving and decisionmaking skills to anticipate identify and independently recommend appropriate actions and solutions to complex administrative problems.
• Ability to be selfmotivated 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.

Qualifications We Desire

• Associates 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 SharePoint and/or Confluence.

Additional Information :

#LIHybrid

Position Information

This is a Career Indefinite position open to Lab employees and external candidates.

Why Lawrence Livermore National Laboratory

• Included in 2025 Best Places to Work by Glassdoor!
• Flexible Benefits Package
• 401(k)
• Relocation Assistance
• Education Reimbursement Program
• Flexible schedules *depending on project needs)
• Our values visit  Clearance

  This position requires a Department of Energy (DOE) Qlevel 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.  Qlevel clearance requires U.S. citizenship. 

  PreEmployment Drug Test

  External applicant(s) selected for this position must pass a postoffer preemployment drug test. This includes testing for use of as Federal Law applies to us as a Federal Contractor.

  Wireless and Medical Devices

  Per 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.

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  We are an equal opportunity employer that is committed to providing all with a work environment free of discrimination and harassment. 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 pregnancy protected veteran status age citizenship or any other characteristic protected by applicable laws.

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  Remote Work :

  No

  
  

  Employment Type :

  Fulltime