Office Administrator- Technical Services Department (ES&H)

Join us and make YOUR mark on the World!

Are you interested in joining some of the brightest talent in the world to strengthen the United States' security? Come join Lawrence Livermore National Laboratory (LLNL) where our employees apply their expertise to create solutions for BIG ideas that make our world a better place.

We are dedicated to fostering a culture that values individuals, talents, partnerships, ideas, experiences, and different perspectives, recognizing their importance to the continued success of the Laboratory's mission.

Pay Range: $91,320- $111,840 annually

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.

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.

• 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.

• 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. 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 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.

Qualifications We Desire

• 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, SharePoint, and/or Confluence.

#LI-Hybrid

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!
• FlexibleBenefits Package
• 401(k)
• Relocation Assistance
• Education Reimbursement Program
• Flexible schedules (*depending on project needs)
• Our core beliefs - visithttps://www.llnl.gov/inclusion/our-values

Security Clearance

This position requires a Department of Energy (DOE) Q-level clearance.If you are selected, wewill initiate a Federal background investigation to determine if youmeet eligibility requirements for access to classified information or matter. Also, all L or Q cleared employees are subject to random drug testing. Q-level clearance requires U.S. citizenship.

Pre-Employment Drug Test

External applicant(s) selected for this position must 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.

Wireless and Medical Devices

Per the Department of Energy (DOE), Lawrence Livermore National Laboratory must meet certain restrictions with the useand/or possession ofmobile devices in Limited Areas. Depending on your job duties, you may be required to work in a Limited Area whereyou are not permitted to have a personal and/or laboratory mobile devicein your possession. This includes, but not limited to cell phones, tablets, fitness devices, wireless headphones, and other Bluetooth/wireless enabled devices.

Ifyou useamedical device, whichpairs with a mobile device,you must still follow the rules concerningthe mobile device in individual sections within Limited Areas. Sensitive Compartmented Information Facilities requireseparate 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.

How to identify fake job advertisements

Please be aware of recruitment scams where people or entities are misusing the name of Lawrence Livermore National Laboratory (LLNL) to post fake job advertisements. LLNL never extends an offer without a personal interview and will never charge a fee for joining our company. All current job openings are displayed on the Career Page under "Find Your Job" of our website. If you have encountered a job posting or have been approached with a job offer that you suspect may be fraudulent, we strongly recommend you do not respond.

To learn more about recruitment scams:https://www.llnl.gov/sites/www/files/2023-05/LLNL-Job-Fraud-Statement-Updated-4.26.23.pdf

Equal Employment Opportunity

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.

Reasonable Accommodation

Our goal is to create an accessible and inclusive experience for all candidates applying and interviewing at the Laboratory. If you need a reasonable accommodation during the application or the recruiting process, please use our online form to submit a request.

CaliforniaPrivacy Notice

The California Consumer Privacy Act (CCPA) grants privacy rights to all California residents. The law also entitlesjob applicants, employees, and non-employee workers to be notified of what personal information LLNL collects and for what purpose. The Employee Privacy Notice can be accessed here.