Office Administrator

About the role

The Office Administrator supports the Infrastructure Maintenance and Utilities Department (IMUD) within the Operations & Business (O&B) Administrative Team, matrixed to the Infrastructure & Operations (I&O) Directorate. This position offers a hybrid schedule, allowing for flexibility to work from home one or more days per week, after a probationary period.

Responsibilities

• Oversee and manage the day-to-day administrative operations within IMUD; assess and identify administrative needs; independently develop and recommend solutions and propose a course of action to resolve complex issues.
• Serve as direct support for the department head and operations manager, plan and prepare materials for department meetings, lead coordination for department events, gather information for and prepare complex reports and presentations for department management.
• Research, analyze, establish, and implement internal administrative procedures and systems to enhance efficiency and effectiveness of administrative operations.
• Supervise non-exempt administrative staff to include workload management, provide input in hiring process, staff development, provide training, mentoring and feedback on a regular basis; conduct performance reviews.
• Manage the department ER/NR funds and Recognition and Awards program, working closely with management team and Division Administrator to provide approvals and guidance on policy and procedures; maintain and track accurate budgets and documentation.
• Perform other duties as assigned.

Qualifications

• Ability to secure and maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship.
• Experience participating in and leading business, operational and/or organizational activities.
• Experience representing management among diverse internal and external contacts and communicating manager’s direction.
• Understanding of principles of personnel administration, policies and procedures, state and federal laws, and HR compliance requirements for personnel administration (FLSA, ADA, EEO, etc.).
• Administrative and organizational skills, including detail oriented, flexibility, and experience independently coordinating and prioritizing multiple and complex work activities, often with conflicting deadlines.
• 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 effective verbal, written, and interpersonal communication skills necessary to effectively explain, present, direct, negotiate, and influence others.
• Creative problem-solving skills and effective analytical skills with the ability to anticipate, identify, and resolve complex issues effectively.
• Knowledge and experience interpreting and implementing LLNL policies, procedures, and practices.
• Experience using SmartRecruiter, or relevant applicant tracking system, with knowledge of and experience interpreting and applying employment policies and procedures.

Additional Qualifications

• At the A01.3 level: Broad experience leading business, operational, and/or organizational activities. In-depth knowledge of and experience interpreting and applying employment and compensation policies and procedures. Comprehensive knowledge and understanding of principles of personnel administration, policies and procedures, compliance requirements and state and federal laws (FSLA, ADA, EEO, etc.), including all processes related to postings, hiring, and job reclassifications. Supervisory experience, including employee development and fostering a productive team environment; coordinating administrative and operational work activities and multi-faceted internal business processes.

Pay Range

$94,560 - $115,728 Annually for the A01.2 level
$113,400 - $138,888 Annually for the A01.3 level

Additional Information

This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting. An employee’s position within the salary range will be based on several factors including, but not limited to, specific competencies, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, and business or organizational needs.