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Engineering Associate Director's Office Manager - Active Clearance Required

Associate | Full-time
Business Operations | livermore, CA | 05/06/2021

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Company Description

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 looking for individuals that demonstrate an understanding of working in partnership with team peers, who engage, advocate, and contribute to building an inclusive culture, and provide expertise to solve challenging problems.

Job Description

We have an opening for an Office Manager who will also serve as the Directorate Workforce Administrator and Scholar Program Lead. You will be responsible for supervising administrative team members and the coordination of business and administrative activities. You will work independently to plan, execute and/or provide oversight to a variety of business, workforce, and organizational requirements and activities. You will be required to deal with conflicting priorities, have a high degree of flexibility, organization, and discretion. You will be a member of the Directorate Administrative Management Team. This position is in the Engineering Associate Director’s Office.

This position will be filled at either level based on knowledge and related experience as assessed by the hiring team. Additional job responsibilities (outlined below) will be assigned if hired at the higher level.

 In this role you will

  • Oversee and manage the day-to-day administrative operations of the Engineering Associate Director’s Office; assess and identify administrative needs, independently develop and recommend solutions and propose a course of action to resolve complex issues.
  • Serve as the Directorate personnel transaction (PAS) initiator, process salary transactions, and serve as a resource to Directorate personnel on matters related to salary administration.
  • Research, analyze, establish, and implement internal administrative procedures and systems to enhance efficiency and effectiveness of administrative operations.
  • Supervise exempt and non-exempt administrative staff to include workload management, provide input in hiring process, staff development, provide training, mentoring and feedback on a regular basis; write performance appraisals, and provide rank and salary recommendations to the Directorate Administrator.
  • Serve as the Directorate point of contact (POC) for all hiring activity; responsible for communicating new and updated employment and compensation processes and requirements to the Directorate, accurate and timely reporting of Directorate personnel metrics.
  • Manage the Directorate Scholar Intern processes; review and approve all hires and PAS transactions, track metrics for all scholars, lead virtual summer program.
  • Serve as the Directorate Return to Work Liaison and advise personnel in safely returning employees to the workplace after short and long-term leaves; provide guidance on accommodating work restrictions, accurately communicate policies and processes, working with varying levels of management, Staff Relations and Health Services Department staff members.
  • Perform other duties as assigned.

Additional job responsibilities, at the A01.3 level

  • Attend Institutional meetings and represent Directorate as appropriate.
  • Manage the Directorate NR funds and Recognition and Awards program, working closely with Division management teams and the Directorate Resource Manager to provide approvals and guidance on policy and procedures; maintain and track accurate budgets and documentation.
  • Serve as a partner to the Engineering Directorate Administrator and contribute to development and planning for business, workforce, operations, and strategic planning activities.
  • Serve as a Directorate resource for salary administration and the annual Compensation Increase Program (CIP); assist in management of the Directorate annual CIP budget.

Qualifications

  • This position requires an active Department of Energy (DOE) Q-level clearance or active Top-Secret clearance issued by another U.S. government agency at time of hire.
  • Experience in supervising, employee development and fostering a productive team environment; coordinating administrative and operational work activities and multi-faceted internal business processes.
  • 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. Ability to work effectively with short deadlines and frequent interruptions.
  • 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.
  • Experience using HRIS and applicant tracking systems with knowledge of and experience interpreting and applying employment policies and procedures.

 Additional qualifications at the A01.3 level

  • Associate degree in a related field or equivalent combination of significant experience and education in a related business, operational and/or organizational area.
  • 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.

 Qualifications We Desire

  • Bachelor’s degree in Business Administration or related field or progressive competence obtained through a combination of experience and education/training.
  • Knowledge and experience interpreting and implementing LLNL policies, procedures, and practices.
  • Knowledge or familiarity of the Engineering Directorate.

Additional Information

Why Lawrence Livermore National Laboratory?

  • Included in 2021 Best Places to Work by Glassdoor!
  • Work for a premier innovative national Laboratory
  • Comprehensive Benefits Package
  • Flexible schedules (*depending on project needs)
  • Collaborative, creative, inclusive, and fun team environment

Learn more about our company, selection process, position types and security clearances by visiting our Career site

Security Clearance

LLNL is a Department of Energy (DOE) and National Nuclear Security Administration (NNSA) Laboratory. Most positions will require a DOE L or Q clearance (please reference Security Clearance requirement). 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. An L or Q 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. For additional information please see DOE Order 472.2.

Equal Employment Opportunity

LLNL is an affirmative action and equal opportunity employer that values and hires a diverse workforce. 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.

If you need assistance and/or a reasonable accommodation during the application or the recruiting process, please submit a request via our online form

California Privacy Notice

The California Consumer Privacy Act (CCPA) grants privacy rights to all California residents. The law also entitles job 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.

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