What are the responsibilities and job description for the Program Office Administrator - Laboratory Directed Research and Development (LDRD) - Active Clearance Required position at Lawrence Livermore National Laboratory?
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
$79,380 - $97,200 Annually for the A01.1 level
$91,320 - $111,840 Annually for the A01.2 level
This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting; pay will not be below any applicable local minimum wage. 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.
Job Description
We're looking for a Laboratory Directed Research and Development (LDRD) Program Office Administrator to assess and implement administrative and operational day-to-day functions of the LDRD Program. This position will support the LDRD Office Director, serve as the primary administrative and operational point of contact for a variety of internal and external LDRD stakeholders, will participate in business and operations planning, and participate in developing and implementing administrative processes and procedures.
This position may offer a hybrid schedule, which includes the flexibility to work from home one or more days per week. The specifics of the hybrid schedule, including the exact number of days required in the office and virtual work options may vary based on the needs of the team and the organization.
You will
Participate in the execution of all administrative and operational aspects of the LDRD proposal review cycle: white paper and proposal processes, communication with PIs and committee members on process, non-disclosure agreements, and reimbursements; and complex scheduling and execution of review meetings, including location logistics, agenda preparation, and hospitality.
Provide executive support for the LDRD Office Director and Deputies, including independently committing the manager’s time, coordinating travel and processing expense reports, and communicating on their behalf. Serve as the main point of contact for LDRD Principal Investigators (PIs).
Perform quality checks on travel and procurement requests submitted by LDRD PIs for approval by LDRD leadership; ensure requests fall within LDRD acceptable use policies and reviews/approvals are completed in a timely manner.
Collaborate with the LDRD website administrator to ensure the information is correct and remains updated. Coordinate with the LDRD database administrator on process integration and data integrity. Maintain accurate records on the LDRD server, including documents required by NNSA, guidance, and important current and historical documents.
Prepare a variety of reports for management decision making. Prepare responses for requests for information. Independently assess and respond to a wide variety of inquiries, prioritize actions, and ensure resolution.
Participate in the implementation of business, operational and/or organizational strategies, objectives, and deliverables.
Serve as a resource for the Office on work-related committees and participate in or lead projects to assess, set, and establish internal protocol and procedures. Develop/enhance programmatic documentation. Evaluate processes and make recommendations for improvement.
Review a variety of documentation for adherence to policy and ensure consistency.
Work collaboratively as part of the DDS&T administrative team; perform additional administrative and operational tasks and participate in the execution of special projects as needed.
Perform other duties as assigned.
Additional job responsibilities, at the A01.2 level
Lead multifaceted administrative and operational projects. Implement solutions for moderate to complex administrative and programmatic challenges, including complex scheduling, reporting, business operations processes, and data management.
Collect, interpret, and analyze a high volume of data, perform quality reviews, and partner with current and former LDRD PIs to compile complex reports for NNSA, with LDRD leadership oversight.
Partner with LDRD leadership to develop additional program awareness offerings; lead related communication and logistical execution efforts.
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 the time of hire.
Experience participating in and/or coordinating business, operational and/or organizational activities and representing management to diverse internal and external contacts, communicating manager’s direction.
Effective administrative and organizational skills, including detail orientation, 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.
Effective problem-solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems.
Excellent interpersonal and communication skills, mature judgment, professionalism, and discretion, necessary to interact effectively with a diverse workforce and represent the Director’s Office with various levels of management and staff, internal and external to LLNL.
Advanced computer skills and experience with the Microsoft Office Suite, database and calendaring software, as well as collaboration platforms (Webex, Teams, etc.); and the ability to learn new software quickly.
Additional qualifications, at the A01.2 level
Working knowledge of automated business tools/technologies/techniques and specialized applications. Ability to evaluate tools for use cases within LDRD, make recommendations, and utilize resources and develop partnerships to implement improvements.
Experience leading business, operational and/or organizational activities. Ability to be innovative when addressing unique challenges.
Experience gathering and analyzing data, performing quality checks, and developing complex reports for use in management decision making.
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 planning and executing meetings and events. Experience with complex multi-attendee scheduling.
Familiarity with LLNL business applications.
Additional Information
#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!
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/diversity
Our core beliefs - visit https://www.llnl.gov/diversity/our-values
Employee engagement - visit https://www.llnl.gov/diversity/employee-engagement
Security Clearance
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.
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 use and/or possession of mobile devices in Limited Areas. Depending on your job duties, you may be required to work in a Limited Area where you are not permitted to have a personal and/or laboratory mobile device in your possession. This includes, but not limited to cell phones, tablets, fitness devices, wireless headphones, and other Bluetooth/wireless enabled devices.
If you use a medical device, which pairs with a mobile device, you must still follow the rules concerning the mobile device in individual sections within Limited Areas. Sensitive Compartmented Information Facilities require separate 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.
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.
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
$79,380 - $97,200 Annually for the A01.1 level
$91,320 - $111,840 Annually for the A01.2 level
This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting; pay will not be below any applicable local minimum wage. 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.
Job Description
We're looking for a Laboratory Directed Research and Development (LDRD) Program Office Administrator to assess and implement administrative and operational day-to-day functions of the LDRD Program. This position will support the LDRD Office Director, serve as the primary administrative and operational point of contact for a variety of internal and external LDRD stakeholders, will participate in business and operations planning, and participate in developing and implementing administrative processes and procedures.
This position may offer a hybrid schedule, which includes the flexibility to work from home one or more days per week. The specifics of the hybrid schedule, including the exact number of days required in the office and virtual work options may vary based on the needs of the team and the organization.
You will
Participate in the execution of all administrative and operational aspects of the LDRD proposal review cycle: white paper and proposal processes, communication with PIs and committee members on process, non-disclosure agreements, and reimbursements; and complex scheduling and execution of review meetings, including location logistics, agenda preparation, and hospitality.
Provide executive support for the LDRD Office Director and Deputies, including independently committing the manager’s time, coordinating travel and processing expense reports, and communicating on their behalf. Serve as the main point of contact for LDRD Principal Investigators (PIs).
Perform quality checks on travel and procurement requests submitted by LDRD PIs for approval by LDRD leadership; ensure requests fall within LDRD acceptable use policies and reviews/approvals are completed in a timely manner.
Collaborate with the LDRD website administrator to ensure the information is correct and remains updated. Coordinate with the LDRD database administrator on process integration and data integrity. Maintain accurate records on the LDRD server, including documents required by NNSA, guidance, and important current and historical documents.
Prepare a variety of reports for management decision making. Prepare responses for requests for information. Independently assess and respond to a wide variety of inquiries, prioritize actions, and ensure resolution.
Participate in the implementation of business, operational and/or organizational strategies, objectives, and deliverables.
Serve as a resource for the Office on work-related committees and participate in or lead projects to assess, set, and establish internal protocol and procedures. Develop/enhance programmatic documentation. Evaluate processes and make recommendations for improvement.
Review a variety of documentation for adherence to policy and ensure consistency.
Work collaboratively as part of the DDS&T administrative team; perform additional administrative and operational tasks and participate in the execution of special projects as needed.
Perform other duties as assigned.
Additional job responsibilities, at the A01.2 level
Lead multifaceted administrative and operational projects. Implement solutions for moderate to complex administrative and programmatic challenges, including complex scheduling, reporting, business operations processes, and data management.
Collect, interpret, and analyze a high volume of data, perform quality reviews, and partner with current and former LDRD PIs to compile complex reports for NNSA, with LDRD leadership oversight.
Partner with LDRD leadership to develop additional program awareness offerings; lead related communication and logistical execution efforts.
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 the time of hire.
Experience participating in and/or coordinating business, operational and/or organizational activities and representing management to diverse internal and external contacts, communicating manager’s direction.
Effective administrative and organizational skills, including detail orientation, 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.
Effective problem-solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems.
Excellent interpersonal and communication skills, mature judgment, professionalism, and discretion, necessary to interact effectively with a diverse workforce and represent the Director’s Office with various levels of management and staff, internal and external to LLNL.
Advanced computer skills and experience with the Microsoft Office Suite, database and calendaring software, as well as collaboration platforms (Webex, Teams, etc.); and the ability to learn new software quickly.
Additional qualifications, at the A01.2 level
Working knowledge of automated business tools/technologies/techniques and specialized applications. Ability to evaluate tools for use cases within LDRD, make recommendations, and utilize resources and develop partnerships to implement improvements.
Experience leading business, operational and/or organizational activities. Ability to be innovative when addressing unique challenges.
Experience gathering and analyzing data, performing quality checks, and developing complex reports for use in management decision making.
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 planning and executing meetings and events. Experience with complex multi-attendee scheduling.
Familiarity with LLNL business applications.
Additional Information
#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!
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/diversity
Our core beliefs - visit https://www.llnl.gov/diversity/our-values
Employee engagement - visit https://www.llnl.gov/diversity/employee-engagement
Security Clearance
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.
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 use and/or possession of mobile devices in Limited Areas. Depending on your job duties, you may be required to work in a Limited Area where you are not permitted to have a personal and/or laboratory mobile device in your possession. This includes, but not limited to cell phones, tablets, fitness devices, wireless headphones, and other Bluetooth/wireless enabled devices.
If you use a medical device, which pairs with a mobile device, you must still follow the rules concerning the mobile device in individual sections within Limited Areas. Sensitive Compartmented Information Facilities require separate 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.
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.
Salary : $79,380 - $97,200
