Job Description (show details...)

Summary

Functions as a member of a division office management team to plan, coordinate, and direct the administrative management of business, operational, and/or programmatic activities. Specific duties may include, but are not necessarily limited to: serving as a key advisor to management on business, operational, and/or programmatic activities and initiatives; contributing to the strategic development of organizational objectives and the tactical planning to achieve objectives; and researching, developing, and implementing systems, processes, policies, and procedures to ensure business, operational, and/or programmatic consistency, efficiency, and compliance.

NOTE:  This function is most closely related to the professional administrative management of business, operational, and/or programmatic activities.

 For professional support activities requiring specialized knowledge of functions, organizations, and/or programs see:

Professional Staff Assistant

For functions more closely related to generalized office and/or clerical support activities, see:

Administrative Assistant

Job Duties

1. Safety and security are a primary responsibility for all Laboratory employees. Maintains required safety and security training, assures safety and security compliance, and makes safety and security an integral part of every task, including taking the necessary steps to stop work if continuing the job is unsafe or compromises security.
2. Plans, coordinates, and directs the administrative management of business, operational, and/or programmatic activities, typically requiring broad experience and the use of professional concepts and Laboratory objectives to resolve complex issues in creative and effective ways.
3. Serves as key advisor to management on short- and long-term business, operational, and/or programmatic matters for complex problems that require the frequent use of creativity and where analysis of situations or data requires an in-depth evaluation of variable factors.
4. Functions as a member of a division management team and participates strategically and tactically in decisions impacting multiple large or complex organizations spanning broad areas across the Laboratory.
5. Exerts influence in the development of organizational objectives and leads the design and implementation of business, operational, and/or programmatic initiatives to achieve those objectives.
6. Without considerable direction, plans, implements, and evaluates business, operational, and/or programmatic systems, processes, and practices to ensure compliance with all Laboratory policies and procedures.
7. Exerts significant latitude in determining objectives to establish the framework for and oversee the day-to-day business, operational, and/or programmatic activities to ensure timeliness, efficiency, integration, and standardization.
8. Develops and implements communication strategies cross organizationally and external to the Laboratory.
9. Maintains and shares current knowledge of Laboratory, DOE, and/or NNSA missions, policies, practices, and critical issues to ensure effective networking, reference, consistency, and compliance.
10. Has authority to act on behalf of and/or represent management on activities and committees and serves as a liaison in responding to institutional requests.
11. Directs the administration of assigned staff which may include forecasting staffing requirements, developing action-oriented programs to address affirmative action placement goals, directing assignments, assuring training and development, monitoring and evaluating performance, and initiating personnel actions.
12. Understands and adheres to all Laboratory and industry regulatory guidance and governance specific to business operations policies and procedures.
13. Ensures all results, materials, processes, and final products meet quality specifications and are completed according to established requirements.
14. Fosters a mutually respectful work environment that is free from discrimination and harassment.

Job Knowledge

• Advanced knowledge of and successfully demonstrated experience with administrative management of business, operational, and/or programmatic activities typically related to:
• Safety
• Security
• Environmental compliance
• Contractor assurance
• Quality assurance
• Strategic and tactical planning
• Project management
• Information technology
• Financial management
• Human resources
• Communication strategies
• Government, community, and customer relations
• Space and equipment planning and management
• Property management
• Advanced knowledge of and successfully demonstrated experience in conducting research, evaluating alternatives, and determining solutions on issues affecting business, operational, and/or programmatic oversight.
• Advanced knowledge of and successfully demonstrated experience in developing, implementing, and managing innovation and process improvements.
• Ability to function as a member of an executive management team, to work effectively with all levels of internal and external personnel, and to gain consensus, build teams, and resolve conflicts.
• Excellent oral and written communication and presentation skills.
• Advanced knowledge of Laboratory business, operational, and programmatic missions, goals, commitments, and critical issues.
• Advanced knowledge of the Laboratory's organizational structure, and governing and implementing policies, procedures, and instructions.
• Advanced knowledge of governmental regulations and potential environmental impacts related to business operations and practices.

Education

• Position typically requires a bachelor’s degree and a minimum eight years of related experience, or an equivalent combination of education and experience.
• An advanced degree is typically expected at this level.

Direction

A. Supervision Received

• Receives functional and operational direction from a division leader.

B. Supervision Exercised

• Supervises the work of administrative assistants and professional staff assistants and provides guidance to chiefs of staff in reporting organizations.
• Coordinates the work of deployed staff.

C. Contacts

• Regular contact with all levels of Laboratory staff and management to provide administrative oversight and/or information related to business, operational, and/or programmatic initiatives and activities.
• Regular contact with assigned deployed personnel providing business, safety, security, and assurance support.
• Regular contact with sources and affiliates external to the Laboratory on general matters.

This description is not intended to be a complete statement of every aspect of the position, but rather to act as a guide to the essential functions to be performed. Assigned functions of this job may vary, and other duties and responsibilities may be assigned or changed at the discretion of management.