Business Operations Specialist, Academic Engagement Office

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 committed to a diverse and equitable workforce with an inclusive culture that values and celebrates the diversity of our people, talents, ideas, experiences, and perspectives. This is important for continued success of the Laboratory’s mission.

Pay Range

$84,960 - $110,040 Annually

Please note that the pay range information is a general guideline only. Many factors are taken into consideration when setting starting pay including education, experience, the external labor market, and internal equity.

We're looking for an Academic Engagement Office Administrator to work in a dynamic and fast-paced environment. You will work independently to plan, execute, and provide oversight to a variety of programs within the Academic Engagement Office (AEO). You will have a significant role in administratively managing the Lawrence Fellowship, Teacher Research Academy, Visiting Educator Programs, and Mentor Curriculum. You will participate in the development and consistent application of solutions for the programs as well as review, execute, and administer a variety of personnel related activities. You will develop strategies for measuring metrics and develop process enhancements. You will be responsible for ensuring compliance with applicable policies, regulations, and laws for the Mentor Curriculum program. You will assess whether actions within the program are following policies and procedures. This position is in the Academic Engagement Office (AEO) within the Deputy Director’s Office, Science and Technology.

You will

• Evaluate, modify, and create process and procedures for a variety of functions, incorporating streamline modifications as required.
• Review a variety of documentation for adherence to policy, ensure consistency and represent management in collaboration with others on an institutional level.
• Lead the administrative process for the Postdoc Mentor Curriculum, adhere to applicable policies and procedures, and partner with Training and Development as well as Supply Chain to execute subcontracts.
• Assess, apply, and implement institutional policies and procedures as they relate to programs within AEO, ensuring compliance with LLNL and DOE requirements.
• Lead the administrative processes for the Lawrence Fellowship program, Teacher Research Academy, and Visiting Educator Program. Review, assess and implement business and organizational strategies and provide input on institutional processes.
• Perform other duties as assigned.
• Collect, validate, interpret, and analyze business, operational and/or organizational planning data in support of AEO strategic activities.
• Plan, execute, and provide administrative oversight to a variety of activities for the Academic Engagement Office.
• Lead the coordination and execution of the Institutional Postdoc Poster Symposium and Research SLAM, including all aspects of the participant and visitor experience from invite through day-of event activities. Partner with Protocol Office in the support of invitations to distinguished visitors.
• Analyze and interpret institutional and organizational policies and procedures. Serve as a resource on Academic Engagement Office and Science Education processes and programs.
• Review and assess business and operational needs of all aspects of administrative organizational requirements for programs within the AEO.

Qualifications

• Advance knowledge and experience with personal computers and associated software including Microsoft Word, Excel, PowerPoint, Microsoft Teams, and SharePoint, with the ability to set up, manage and administer groups using collaborative platforms.
• Experience participating in and leading business, operational and organizational activities, initiatives and programs.
• Experience working on organizational projects and experience researching, interpreting, and applying related policies and procedures.
• Ability to secure and maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship.
• Experience coordinating and leading administrative projects; demonstrated analytical, problem-solving, and decision-making skills necessary to independently identify and recommend appropriate actions and solutions to administrative issues.
• Experience effectively working with sensitive documents, protections, and issues, and exercising judgment and discretion using political acumen.
• Advanced organizational skills and the ability to prioritize multiple and complex tasks.
• Experience working independently under time constraints to meet critical deadlines.

Qualifications We Desire

• Knowledge and understanding of the Laboratory’s policies and procedures.
• Experience developing standard operating protocols for internal processes.
• Understanding database management and process flow coordination.

Additional Information

All your information will be kept confidential according to EEO guidelines.

Position Information

This is a Career Indefinite position, open to Lab employees and external candidates.

Why Lawrence Livermore National Laboratory?

• Our core beliefs - visit https://www.llnl.gov/diversity/our-values
• Flexible schedules (*depending on project needs)
• Inclusion, Diversity, Equity and Accountability (IDEA) - visit https://www.llnl.gov/diversity
• Employee engagement - visit https://www.llnl.gov/diversity/employee-engagement
• Relocation Assistance
• Education Reimbursement Program
• 401(k)
• Flexible Benefits Package

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. 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.

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.

We invite you to review the Equal Employment Opportunity posters which include EEO is the Law and Pay Transparency Nondiscrimination Provision.

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.

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.