Administrative Specialist for Defense Systems Program - Active Security Clearance Required

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

$35.98 - $43.67 Hourly

This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting. 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 are looking for an Administrative Specialist IV professional to support the growing Defense Systems Program (DSP) of Global Security’s Energy and Homeland Security (E) Program. The Autonomous Sensors Program Area consists of a group of scientists, engineers, and technicians focused on the development of various autonomous systems and supporting elements including but not limited to; Uncrewed Aircraft Vehicle/System (UAV/UAS), Uncrewed Ground Vehicle (UGV), Uncrewed Surface Vessel (USV), Autonomous Underwater Vehicle (AUV). Much of this work is presently centered on the Global Security Program, but support from this team is leveraged across the Laboratory’s mission space. This role requires complex logistical support across multiple projects including visits from sponsors and partnering organizations, participation in military demonstrations and exercises, and interfacing with internal Lab organizations. You will perform a wide range of advanced and complex administrative assignments, typically coordinating activities with multiple components, in a dynamic, evolving, and fast-paced team environment. You will have frequent interactions with high-level personnel both internal and external to the Laboratory.

In this role, you will

• Organize and coordinate field deployment logistics; including complex local, domestic & foreign travel with dynamic itineraries for groups, submit and track all travel approvals, book transportation and lodging, arranging outgoing and return shipment information, submission of expense reports;
• Represent management in administrative matters and serve as a daily resource; respond on their behalf to staff and management both internal and external to the Laboratory to gather, clarify and disseminate information and coordinate activities;
• Manage visits to LLNL’s Drone Pen facility, including coordinating calendar, events, and access;
• Manage complex calendars; independently determine scheduling priorities, committing and managing time, and coordinating and scheduling of multiple attendees. Screen telephone calls and independently answer routine inquiries, make referrals, and follow through on requests;
• Coordinate, select, and compile complex data from multiple sources for both unclassified and/or classified correspondence, complex reports, and presentations. Assist technical staff members with tracking project budgets and action items;
• Serve as a resource and interpret institutional, directorate and division organizational policies and procedures;
• Perform other duties as assigned.

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;
• Advanced secretarial and administrative experience, with accurate keyboarding, editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods;
• Effective organizational skills, attention to detail, accuracy, and follow through. Experience working under minimal supervision, in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions;
• Advanced customer service skills and advanced written and verbal communication skills necessary to interact effectively with a diverse workforce and represent the organization with all levels of management, internal and external to LLNL, using tact, diplomacy, and discretion;
• Problem-solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems;
• Self-motivated and flexible in accepting and learning new assignments while exercising a high degree of discretion and mature judgment in handling business sensitive information, as well as personnel interactions;
• Advanced computer skills and experience with the Microsoft 365, Adobe Acrobat, and the ability to learn new software quickly.
• Experience working effectively as a team member as well as independently.

Qualifications We Desire

• Experience arranging domestic and/or foreign travel;
• Knowledge of LLNL business applications and processes, such as Microsoft Planner, ePay, FTS, LEAP, LINCS, LTRAIN, and TIME;
• Understanding of classified matter protection and control policies and procedures.

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?

• Included in 2024 Best Places to Work by Glassdoor!;
• Flexible Benefits Package;
• 401(k);
• 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.