Lawrence Livermore National Laboratory

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Administrative Specialist IV-Materials Engineering Division Office

Location:  Livermore, CA
Category:  Administrative/Management
Organization:  Engineering
Posting Requirement:  External DOE Q or Top Secret
Job ID: 103879
Job Code: Administrative Specialist IV (405.4)
Date Posted: May 31 2018

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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 Division Office Administrative Specialist IV. You will perform a full range of advanced and complex administrative assignments in a dynamic and fast-paced environment in support of the MED Division Leader and two Deputy Division Leaders. In addition, you will work under minimal supervision and serve as the scholar coordinator, clarifying organizational policies and procedures and perform a full range of advanced and complex administrative assignments to support the hiring of students and interns throughout the division. This position is in the Materials Engineering Division Office (MED), within the Engineering Directorate.

Essential Duties
- Represent Division management in daily administrative matters to gather, clarify, coordinate, and disseminate information, which will require working closely with internal and external customers.
- Serve as the point of contact for scholars hiring to clarify organizational policies and procedures and coordinate hiring and onboarding processing and activities.
- Independently assess and respond to inquiries, prioritize actions, follow-up and ensure resolution on a wide variety of issues while faced with conflicting priorities and frequent interruptions.  May serve on administrative special projects.
- Establish and maintain complex databases, spreadsheets, and reports for the Engineering Directorate. Coordinate daily administrative operations for task responsibilities specific to MED, making decisions of moderate to high impact on day-to-day operations.
- Serve as a resource and interpret institutional, directorate and division organizational policies and procedures.
- Manage complex and confidential calendars with authority to commit time and independently set priorities and resolve scheduling conflicts.
- Coordinate external visits and assignments often requiring special paperwork, verification of security clearances, preparation of agendas, badging and information dissemination.
- Prepare local, domestic, and international travel, involving complex itineraries and incorporating and rescheduling as priorities evolve and change
- Perform other duties as assigned.

- Advanced administrative experience, with accurate keyboarding, editing, grammar, and proofreading skills.
- Advanced organizational skills and experience working under minimal supervision, in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions.
- Experience researching, interpreting, formulating recommendations, and applying related policies and procedures and demonstrated ability to be proactive to meet programmatic needs and requirements while tracking, compiling, and monitoring data.
- Excellent interpersonal, communication and presentation skills, mature judgment, tact, and discretion.
- Advanced problem-solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems.
- Demonstrated ability to be self-motivated and flexible, exercising a high degree of discretion and mature judgment in handling business sensitive and/or classified information or official use only (OUO) information, as well as personnel interactions.
- Advanced computer skills and experience with the Microsoft Office Suite, FileMaker Pro, Entrust, Adobe Acrobat, and the ability to learn new software quickly.
- Experience arranging complex domestic and foreign travel.

Desired Qualifications
- Specialized knowledge and experience supporting recruiting and hiring efforts including interactions with candidates and hiring managers and processing new hire paperwork.

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:  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. 


Note:   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 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 $1.8 billion, employing approximately 6,500 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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