Administrative Specialist

Lawrence Livermore National Laboratory
Livermore, CA 94550

Join us and make YOUR mark on the World!

Come join Lawrence Livermore National Laboratory (LLNL) where we apply science and technology to make the world a safer place; now one of 2019 Best Places to Work by Glassdoor!

We have an opening for a professional Administrative Specialist to support key staff members, where you will be an integral part of a Division operations team and activities. As a customer oriented professional you will coordinate a variety of administrative functions and use your advanced communication skills to interact with a variety of people internal and external to the Laboratory. This position is in support of the National Security Engineering Division (NSED), within the Engineering Directorate which provides engineering solutions to the challenges facing our nation in national defense, homeland security, energy and environment, and fundamental physics.

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 as appropriate if selected at the higher level.

Essential Duties
- Coordinate and monitor training questionnaires, plans, requirements and compliance for all division personnel using databases, spreadsheets and tracking/filing systems.
- Represent various levels of personnel and serve as a resource in day-to-day administrative matters to all levels of management, both internal and external to the Laboratory, and respond on their behalf to gather, clarify, and disseminate information and coordinate activities.
- Gather information from various sources, compile data and prepare complex reports and presentations.
- Independently compose correspondence for signature.
- Answer division office telephone calls, independently answer questions, make appropriate referrals, and follow through on requests.
- Independently schedule appointments, coordinate visits with complex security requirements, and maintain calendars.
- Serve as an administrative team member and assist with special projects.
- Coordinate external visits, including verification of security clearances, preparation of agenda, badging, and information dissemination.
- Perform other duties as assigned.

In Addition, at the 405.4 Level
- Coordinate, select, and compile data from multiple sources for both classified and unclassified correspondence, complex reports and presentations.
- Serve as a resource in routine administrative matters and interpret institutional, directorate and division organizational policies and procedures.
- Manage complex calendars; independently determine scheduling priorities, committing and managing time, and coordinating and scheduling of multiple attendees.

Qualifications
- Experience providing high quality administrative support to managers including accurate keyboarding, editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods.
- Experience working under limited supervision, in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions.
- Effective organizational skills, attention to detail, accuracy and follow through.
- Effective problem-solving and decision-making skills necessary to identify and make recommendations for administrative problems.
- Ability to be self-motivated and flexible, exercising discretion and mature discernment in handling business sensitive and/or classified information, as well as personnel interactions.
- Experience arranging complex domestic and foreign travel.
- Effective communication and interpersonal skills necessary to interact effectively with a diverse workforce and represent the Division and Program with all levels of management, internal and external to LLNL.
- Intermediate computer skills and experience with the Microsoft Office Suite, FileMaker Pro and Adobe Acrobat, and the ability to learn new software quickly.
- Experience working effectively as a team member as well as independently.

In Addition, at the 405.4 Level
- Advanced experience providing professional administrative support to multiple managers, with accurate keyboarding, editing, grammar, and proofreading skills.
- Advanced computer skills and experience with the Microsoft Office Suite, and the ability to learn new software quickly.
- Advanced organizational skills and experience working under minimal supervision, in a multitasking environment of rapidly changing priorities, deadlines, and frequent interruptions.
- Experience compiling, tracking, monitoring, resolving, and reporting complex data and results.
- Excellent problem solving and decision-making skills.

Desired Qualifications
- Experience with LTRAIN.
- Knowledge of LLNL/Engineering policies and procedures.

Pre-Employment Drug Test: External applicant(s) selected for this position will be required to 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.

Security Clearance: This position requires a Department of Energy (DOE) Q-level clearance.

If you are selected, wewill initiate a Federal background investigation to determine if youmeet eligibility requirements for access to classified information or matter. In addition, all L or Q cleared employees are subject to random drug testing. Q-level clearance requires U.S. citizenship. If you hold multiple citizenships (U.S. and another country), you may be required to renounce your non-U.S. citizenship before a DOE L or Q clearance will be processed/granted.

Note: Originally listed on 6/27/19. Previous candidates need not apply.

This is a Career Indefinite position. Lab employees and external candidates may be considered for this position.

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 applyingcutting-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 $2.1 billion, employing approximately 6,800 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.

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Administrative Specialist

Lawrence Livermore National Laboratory
Livermore, CA 94550

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