Lawrence Livermore National Laboratory



Administrative Specialist III/IV

Location:  Livermore, CA
Category:  Administrative/Management
Organization:  Engineering
Posting Requirement:  External DOE Q or Top Secret
Job ID: 105612
Job Code: Administrative Specialist III (405.3) / Administrative Specialist IV (405.4)
Date Posted: July 15 2019

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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 an Administrative Specialist to support the W87-1 Program. You will perform a full range of administrative activities in a dynamic and rapidly changing environment. In addition to being well organized and methodical, your communication skills will be needed to interact with a variety of people and job functions across the laboratory. This position is in the Defense Technologies Engineering Division (DTED) supporting the Weapons and Complex Integration (WCI) Programs, within the Engineering Directorate.

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 if you are selected at the higher level.

Essential Duties
- Serve as a resource in routine 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.
- Independently compose correspondence for signature.
- Independently schedule appointments, maintain calendars, track action and signature items, ensuring timely flow of paperwork, and verify accuracy prior to submission for approvals.
- Coordinate a variety of administrative functions, including independently answering inquiries, making appropriate referrals, following through on requests, and maintaining spreadsheets, files, and tracking systems.
- Arrange moderately complex domestic and foreign travel and itineraries.
- Coordinate, process, track, and manage details for large- and small-scale meetings, including verification of security clearances, preparation of agendas, badging, and information dissemination.

- Perform other duties as assigned.
In Addition at the 405.4 Level

- Manage complex calendars; independently determine scheduling priorities, committing and managing time, and coordinating and scheduling of multiple attendees.
- Interpret institutional and organizational policies and procedures.
- Coordinate, select, and compile data from multiple sources for complex reports and presentations.

Qualifications:
- 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, and accuracy.
- Excellent interpersonal and communication skills, mature judgment, professionalism, and discretion, necessary to interact effectively with a diverse workforce and represent the Division and Program.
- Effective problem-solving and decision-making skills necessary to anticipate, identify, and independently recommend appropriate actions and solutions to moderately difficult administrative problems.
- Ability to coordinate multiple activities and independently determine and set priorities and goals.
- Intermediate computer skills and experience with programs such as the Microsoft Office Suite, Adobe Acrobat, and the ability to learn new software quickly.
- Experience working effectively as a team member, as well as independently.
- Experience arranging domestic and/or foreign travel.

In Addition at the 405.4 Level
- Effective problem-solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems.
- Experience working under minimal supervision, in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions and ability to be self-motivated and flexible, exercising a high degree of discretion and mature judgment in handling business sensitive, as well as personnel interactions.
- Advanced computer skills and experience with the Microsoft Office Suite and database and calendaring software, and the ability to learn new software quickly.

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 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 $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.