Lawrence Livermore National Laboratory

Scholar Employment Coordinator

Location:  Livermore, CA
Category:  Administrative/Management
Organization:  Strategic Human Resources Mgmt
Posting Requirement:  External Posting
Job ID: 105063
Job Code: Administrative Specialist III (405.3) / Administrative Specialist IV (405.4)
Date Posted: March 15 2019

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Science and Technology on a Mission!
For more than 60 years, the Lawrence Livermore National Laboratory (LLNL) has applied science and technology to make the world a safer place.

We have an opening for a Scholar Employment Coordinator to perform a combination of complex and difficult administrative duties; interpret established policies and procedures; resolve complex procedural and technical issues; formulate recommendations; develop and implement new procedures associated with our scholar employment-related activities while working in a fast-paced, service-oriented environment.  You will assist with the New Employee Orientation activities and student events. This position is in the Staffing and Employee Engagement Division. 
This position will be filled at either the 405.3 or 405.4 level depending on your qualifications. Additional job responsibilities (outlined below) will be assigned if you are selected at the higher level.

Essential Duties
- Serve as administrative point of contact for all scholar and onboarding employment activities for designated client organizations; responsible for ensuring efficient administrative operations for assigned work team.
- Respond to inquiries from applicants, employees, supervisors and managers regarding Laboratory employment policies, procedures and services.
- Coordinate hire process approvals and documentation including all pre-employment requirements (e.g., security clearances, drug testing, visas, relocation, medical exams) to ensure that all conditions of the employment agreement are completed prior to employee’s start date; prepare offer package for Scholar Employment Specialist.
- Prepare and compose correspondence on own initiative; determine appropriate text and provisions for offer and transfer letters for Employment Specialist's signature.
- Participate in scholar programs and onboarding projects and process improvement initiatives.
- Participate in the New Employee Orientation by attending weekly sessions and acting as back up to Start Coordinator.
- Participate in client meetings, presentations, and training sessions regarding human resources (HR) processes and systems.
- Participate in HR projects and process improvement initiatives.
- Perform other duties as assigned.
In Addition at the 405.4 Level
- Review and approve standard personnel transactions, and determine follow-up.
- Approve a variety of complex personnel documents, e.g., relocation authorization requests, ensure timely review and approval of documents.
- Propose, develop, document, implement, and facilitate new administrative processes, procedures, and/or training aimed at continuous process improvement in collaboration with team members.

- Experience providing intermediate to advanced secretarial and administrative support in a customer service environment and maintain effective working relationships with internal and external clients, team members and other business units.
- Accurate keyboarding, use of grammar, proofreading and editing skills with attention to detail.
- Experience advising employees, supervisors or managers regarding policies, procedures and services.
- Experience tracking, compiling and monitoring data and results.
- Intermediate to advanced personal computer skills with demonstrated proficiency using Microsoft Office applications, e-mail and calendaring applications.
- Effective interpersonal skills and professional demeanor to effectively interact with diverse personalities and disciplines, using tact, discretion and mature judgment.
- Effective organizational skills with experience prioritizing multiple tasks with frequent interruptions, changing priorities, and short deadlines while maintaining attention to detail and accuracy.
- Effective verbal and written communication skills to present and explain processes, work in a team environment, and compose correspondence.
In Addition at the 405.4 Level
- Experience working in a service-based human resources/staffing environment utilizing advanced secretarial, administrative, and customer service skills to maintain effective working relationships with the applicants, employees, clients and organizational service units.
- Advanced interpersonal communication and decision-making skills necessary to effectively solve and explain problems of broad scope and complexity.
- Proven initiative, leadership skills, and ability to develop and implement new techniques and procedures and participate in or lead projects to completion.

Pre-Employment Drug Test:  External applicant(s) selected for this position will be required to pass a post-offer, pre-employment drug test.

Security Clearance:  None required.


Note:  This is a temporary appointment (less than 1,000 hours or six (6) months, whichever comes first).

About Us
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 $1.5 billion, employing approximately 6,000 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.