Administrative Specialist - LC

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

$30.08 - $37.94 Hourly for the 405.3 level

$34.63 - $43.70 Hourly for the 405.4 level

Please note the pay range information is a general guideline only. Many factors are taken into consideration when setting starting pay including education, experience, the external labor market, and internal equity.

Job Description

We have two openings for Administrative Specialists. Under limited supervision, you will perform a full range of moderate to complex administrative assignments in a dynamic and fast-paced environment with frequent interruptions and conflicting priorities. In addition to being well organized and methodical, your communication skills will be needed to interact with a variety of personnel and functional areas across the Laboratory. The positions are in the Livermore Computing (LC) Division in the Computing Directorate.

Part time telecommuting options are available for these positions.

The positions will be filled at either level based upon knowledge and related experience as assessed by the hiring team. Additional job responsibilities (outlined below) will be assigned if hired at the higher level.

In this role you will

• Provide intermediate to advanced administrative and secretarial support to the Division Leader, Deputy Division Leaders, Assistant Division Leaders, and 10 Group Leaders, including managing complex calendars which includes independently determining scheduling priorities for management.
• Represent management in daily matters to gather, clarify and disseminate information and coordinate activities; respond on their behalf on administrative matters to all levels of personnel, both internal and external to the Laboratory.
• Track action items; coordinate timely flow of paperwork, checking for accuracy and completeness prior to submission for approval.
• Arrange moderately complex domestic and foreign travel and itineraries, including submitting expense reports and processing payment requests, as well as arranging clearance transfers as needed.
• Prepare and track foreign national paperwork for applicants, employees, and visitors/collaborators as needed.
• Coordinate internal and external interviews which includes preparation of agendas, coordinating calendar schedules, possible foreign national paperwork, badge requests, and information dissemination.
• Perform other duties as assigned.

In addition at the 405.4 Level

• Assist with the hiring process including preparing job postings, gathering appropriate information, tracking applicants and processing hire packages.
• Coordinate, select, and compile data from multiple sources for complex reports and presentations, and prepare/compose administrative material of a sensitive nature for signature.
• Serve as a resource and interpret organizational policies and procedures. May lead/direct support staff.

Qualifications

• Ability to obtain and maintain a US DOE Q-level security clearance which requires U.S. Citizenship.
• Administrative knowledge and experience including accurate keyboarding, editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods.
• Effective organizational skills with experience working under limited supervision, prioritizing multiple tasks with frequent interruptions and critical deadlines, while showing flexibility, attention to detail, discretion, tact, accuracy, and follow through.
• Effective problem-solving and decision-making skills necessary to anticipate, identify, and independently recommend appropriate actions and solutions to moderately difficult administrative problems.
• Proven ability to be self-motivated and flexible with the ability to set priorities and goals.
• Experience compiling and preparing presentations and editing text for publication and/or high-level distribution.
• Intermediate computer skills and experience with the Microsoft Office Suite and database and calendaring software, and the ability to learn new software quickly.

Additional qualifications at the 405.4 level:

• Excellent customer service skills and advanced level decision making with the ability to independently solve problems of broad scope and complexity.
• Ability to be self-motivated and flexible, exercising a high degree of discretion and mature judgment in handling business sensitive and/or classified information, as well as personnel interactions.
• Advanced experience compiling, tracking, monitoring, resolving, and reporting data and results with advanced organizational skills and experience working under minimal supervision in a multitasking environment of rapidly changing priorities, deadlines, and frequent interruptions.

Desired Qualifications

• Experience working with, and an understanding of foreign national policies and procedures at LLNL and a working knowledge of LLNL policies and procedures.
• Demonstrated ability to effectively provide direction, oversight, and mentoring to other personnel.
• Experience with LLNL’s Smart Recruiter and Lapis systems and processes.

Additional Information

All your information will be kept confidential according to EEO guidelines.

Position Information

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

Why Lawrence Livermore National Laboratory?

• 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 a Department of Energy (DOE) Q-level clearance. If you are selected, we will initiate a Federal background investigation to determine if you meet eligibility requirements for access to classified information or matter. Also, all L or Q cleared employees are subject to random drug testing. Q-level clearance requires U.S. citizenship.

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.

Beware of Fraudulent Job Postings. LLNL’s hiring practices:

• Never requires job applicants to pay an application/training fee or submit personal documents like bank account details, passport number, Social Security number, tax forms or credit card information as part of the application process.
• For interviews and to be granted access to a Federal facility, a LLNL employee will contact you directly to collect visa, passport number, and/or Social Security number. To vet the authenticity of the employee please have them provide you their name and phone number and verify at people.llnl.gov.
• Involves at least one interview (virtual or in-person) and never interviews job applicants through chat platforms such as Google Hangouts, or via correspondence through text and instant messaging systems.
• Only sends email communications to job applicants from domain “@llnl.gov” or via their applicant tracking system, notifications@smartrecruiters.com . Occasionally LLNL uses third-party vendors that will contact you about job opportunities. If a recruiter contacts you to apply, you will always be directed to our career page to apply through our career site.
• Encourages all applicants to visit LLNL’s careers page at www.llnl.gov/join-our-team/careers if they saw the job posting on another site prior to applying to ensure the job posting is accurate and valid.

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.