Lawrence Livermore National Laboratory

Administrative Specialist III/IV

Location:  Livermore, CA
Category:  Administrative/Management
Organization:  NIF and Photon Science
Posting Requirement:  External w/ US Citizenship
Job ID: 104484
Job Code: Administrative Specialist III (405.3) / Administrative Specialist IV (405.4)
Date Posted: November 02 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 an Administrative Specialist. You will perform a full range of moderately difficult-to difficult administrative assignment in a dynamic and fast-paced environment with frequent interruptions and conflicting priorities. This position is in the High Energy Density (HED) Scientific and Technology (S&T) Program within the NIF and Photon Science (NIF&PS) Principal Associate Directorate.

This position will be filled at either the 405.3 or 405.4 level depending on qualifications. Additional job responsibilities (outlined below) will be assigned if you are selected at the higher level.

Essential Duties
 - Under limited direction, represent management and serve as a resource in daily routine administrative matters.
- Gather information from various sources, compile data, and prepare complex reports and presentations.
- Arrange domestic and international travel involving moderately complex itineraries and changing priorities; process expense reports; take initiative to resolve issues.
- Screen telephone calls, independently answer inquiries, make appropriate referrals, follow through on requests; review, prioritize, and disseminate incoming mail.
- Identify and make recommendations for process improvements.
- Independently schedule appointments and maintain calendars.
- Coordinate internal and external interviews, including preparation of agendas, coordinating schedules, possible foreign national paperwork, badge requests, and information dissemination.
- Perform other duties as assigned.
In Addition at the 405.4 Level
- Prepare, review, and/or compose administrative material on own initiative for management signature and independently track action items, ensuring timely flow of paperwork.
- Establish and maintain multifaceted databases, spreadsheets, files, and tracking systems.
- Interpret institutional and organizational policies and document departmental procedures for reference guide.

- Administrative knowledge and experience including accurate keyboarding, editing, grammar, and proofreading skills; intermediate knowledge of office procedures, techniques, and methods.
- Effective organizational skills, attention to detail, accuracy and follow through.
- Experience working under limited supervision, in an environment of rapidly changing priorities, deadlines, and frequent interruptions.
- Effective communication and strong interpersonal skills necessary to interact with a diverse workforce and represent the organization with all levels of management, internal and external to the Laboratory, using tact, diplomacy, and discretion.
- Problem-solving and decision-making skills necessary to identify and make recommendations for administrative problems.
- Ability to coordinate multiple activities and independently determine and set priorities and goals.
- Intermediate computer skills and experience with the Microsoft Office Suite, database and calendaring software, and the ability to learn new software quickly.
- Experience arranging domestic and/or foreign travel.
In Addition at the 405.4 Level
- Advanced knowledge of office procedures, techniques and methods, including effective problem solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems.
- Advanced organizational skills to manage and complete complex projects, including the coordination of multiple activities and the ability to independently determine and set priorities and goals.
- Ability to be flexible and discreet in handling sensitive and complex issues, and experience working effectively as a team member as well as independently under minimal supervision in an environment with frequent interruptions and changing deadlines, instructions and priorities.

Desired Qualifications
- Knowledge of LLNL administrative policies, procedures, techniques, and methods.
- Experience with the Laboratory’s FTS, VTS, LITE, LEAP, LAPIS, LTRAIN, Cliqbook, ePay, and eCaps systems.

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, we will initiate a Federal background investigation to determine if you meet 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:   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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