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Come join Lawrence Livermore National Laboratory (LLNL) where we apply science and technology to make the world a safer place; now one of 2020 Best Places to Work by Glassdoor!
We have an opening for a Business Operations Specialist/Office Manager to work in a dynamic and fast-paced environment, in support of the Operations and Business (O&B) Senior Management Team and O&B Principal Directorate (PD) Office. You will plan, perform, and oversee a wide range of administrative and operational activities associated with the daily operations of the O&B PD Office. This position is in the Operations and Business Principal Directorate Office.
This position will be filled at either the A01.1 or A01.2 level depending on your qualifications. Additional job responsibilities (outlined below) will be assigned if you are selected at the higher level.
Initiate work activities, work-flow or internal processes and conduct daily administrative operations of the O&B PD Office; assess administrative needs and research, analyze, develop and implement internal administrative procedures and systems to resolve day-to-day issues and enhance efficiency and effectiveness of administrative operations.
Participate in planning and development of administrative processes for the O&B PD.
Responsible for O&B PD administrative processes such as move management, onboarding, awards program, clearances and partnering with the website and communications team.
Represent the O&B Senior Management Team and O&B PD Office on administrative issues to gather, clarify and disseminate information, coordinate and perform special projects and activities, and chair, coordinate and represent O&B PD for events. Provide administrative support and serve as administrative point of contact for the PD Resource Manager.
Review documentation for adherence to policy to ensure consistency within O&B, implement office procedures and practices; review and/or revise existing practices and procedures; serve as point of contact regarding O&B PD administrative requests.
Work closely with the HR Business Partner to assist with internal and external HR related programs, processes, inquires or requests and assist with the recruitment process.
Assist with tracking budgets and expenditures and managing the administrative process, working closely with PD Resource Manager.
Coordinate, select and compile data from multiple sources for reports and presentations including tables, charts, and diagrams; maintain electronic filing and log systems. Establish and maintain databases, spreadsheets, and tracking systems.
May provide guidance, training and mentoring to the O&B PD administrative team.
Perform other duties as assigned.
In Addition at the A01.2 Level
Lead the implementation of business, operational and/or organizational strategies, objectives, and deliverables and prepare responses for requests for information on behalf of the O&B PD.
Represent the O&B PD on self-assessment, audit teams, or work-related committees and lead projects to assess, set and establish protocol and procedures for the work unit.
Interpret and analyze data in support of administrative, strategic and/or workforce planning activities.
Experience coordinating administrative and operational work activities and multi-faceted internal processes.
Ability to lead administrative projects effectively and ability to understand, interpret, and apply operational related policies and procedures; effective organizational skills, attention to detail, accuracy, and follow through.
Effective analytical, problem solving and decision-making skills necessary to independently advise, resolve, recommend and approve appropriate actions to implement solutions.
General knowledge of office procedures, techniques and methods and ability to independently anticipate, identify, and resolve problems.
Effective leadership and team-building skills and ability to work independently as well as part of a team.
Experience participating in business, operational, human resources, and/or organization activities.
Effective interpersonal skills with the ability to handle sensitive and confidential issues with tact, discretion, and mature judgment.
Advanced knowledge of personal computers and associated software such as Microsoft Word, Excel, PowerPoint, Outlook, and Adobe Acrobat and ability to learn new software quickly. Experience developing complex reports and tracking, compiling and monitoring data for decision.
In Addition at the A01.2 Level
Experience representing management to diverse internal and external contacts and communicating manager's direction.
Specialized and operational knowledge of industry practices with experience applying analytical and research skills, with the ability to anticipate, identify, and resolve complex issues effectively.
Experience analyzing a variety of factors to develop solutions to problems or questions from a diverse customer base.
Experience working in a lead or supervisory role.
Knowledge and experience interpreting and implementing LLNL policies, procedures and practices. Experience working with institutional LEAP, Cliqbook, ePay, LHIRE, eCAPs, LAPIS, LITE, LTRAIN, Visitor Tracking System, etc.
Knowledge of Operations & Business.
Pre-Employment Drug Test: External applicant(s) selected for this position will be required to 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.
Security Clearance: This position requires a Department of Energy (DOE) Q-level 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. In addition, all L or Q cleared employees are subject to random drug testing. Q-level 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.
This is a Career Indefinite position. Lab employees and external candidates may be considered for this position.
Lawrence Livermore National Laboratory (LLNL), located in the San Francisco Bay Area (East Bay), is a premier applied science laboratory that is part of the National Nuclear Security Administration (NNSA) within the Department of Energy (DOE). LLNL's mission is strengthening national security by developing and applying cutting-edge science, technology, and engineering that respond with vision, quality, integrity, and technical excellence to scientific issues of national importance. The Laboratory has a current annual budget of about $2.1 billion, employing approximately 6,800 employees.
LLNL is an affirmative action/ equal opportunity employer. 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, protected veteran status, age, citizenship, or any other characteristic protected by law.
Lawrence Livermore National Laboratory