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Center for Accelerated Mass Spectrometry Program Administrator

2 months ago

Livermore, California, United States Lawrence Livermore National Laboratory Full time
Job Summary

We are seeking a highly organized and detail-oriented Program Administrator to join our team at the Center for Accelerated Mass Spectrometry. As a key member of our administrative staff, you will provide critical support to our program leaders and teams, ensuring the smooth operation of our daily activities.

Key Responsibilities
  • Represent management and serve as a resource in daily routine matters, providing guidance on organizational policies and procedures.
  • Manage complex calendars, scheduling priorities, and coordinating meetings and reviews with multiple attendees.
  • Participate in planning, decision-making, development, and implementation of administrative and operational processes.
  • Coordinate internal visits, arrange domestic and foreign travel, and manage itineraries.
  • Compose administrative materials and correspondence of a sensitive nature for signature.
  • Research, analyze, establish, and implement internal administrative procedures and systems to enhance efficiency and effectiveness.
  • Establish and maintain databases, spreadsheets, and tracking/filing systems.
  • Gather information from various sources, compile data, and prepare complex reports and presentations with short turnaround.
  • Provide training and mentoring to others as needed.
Requirements
  • Ability to secure and maintain a U.S. DOE Q-level security clearance, which requires U.S. citizenship.
  • Experience leading administrative projects effectively and ability to understand, interpret, and apply operational related policies and procedures.
  • Strong administrative knowledge and experience, including accurate keyboarding, editing, grammar, and proofreading skills.
  • Effective organizational skills, attention to detail, accuracy, and follow-through in business, operational, and organizational activities.
  • Experience working independently in an environment of rapidly changing priorities, deadlines, and frequent interruptions.
  • Effective communication and interpersonal skills necessary to interact with a diverse workforce and represent the organization with all levels of management, internal and external to the Laboratory.
  • Effective analytical, problem-solving, and decision-making skills necessary to independently advise, resolve, recommend, and approve appropriate actions to implement administrative solutions.
  • Experience arranging domestic and/or foreign travel and the travel approval process.
  • Advanced experience compiling, tracking, monitoring, resolving, and reporting data and results with advanced organizational and multi-tasking skills.
  • Advanced customer service skills and advanced written and verbal communication skills to interact effectively with all levels of personnel in a scientific environment.
  • Understanding of basic principles of personnel administration, policies, and procedures, as well as HR compliance requirements for personnel administration (FLSA, ADA, EEO, etc.).
Desired Qualifications
  • Knowledge and experience interpreting and implementing LLNL policies, procedures, and practices.
  • Knowledge of the Physical and Life Sciences Directorate.
  • Familiarity with foreign national policies and procedures.
  • Experience with internal programs, such as Microsoft Suite, LEAP, LAPIS, TIME, VTS, FTS, and Smart Recruiters.
Why Lawrence Livermore National Laboratory?
  • Included in 2024 Best Places to Work by Glassdoor.
  • Flexible Benefits Package.
  • 401(k).
  • Relocation Assistance.
  • Education Reimbursement Program.
  • Flexible schedules (*depending on project needs).
  • Inclusion, Diversity, Equity, and Accountability (IDEA) - visit https://www.llnl.gov/divisions/ide.
  • Our core beliefs - visit https://www.llnl.gov/about/core-beliefs.
  • Employee engagement - visit https://www.llnl.gov/about/employee-engagement.