Lawrence Livermore National Laboratory

LSEO Division Office Administrative Specialist

Location:  Livermore, CA
Category:  Administrative/Management
Organization:  Engineering
Posting Requirement:  External w/ US Citizenship
Job ID: 106829
Job Code: Administrative Specialist III (405.3) / Administrative Specialist IV (405.4)
Date Posted: March 05 2020

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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 2020 Best Places to Work by Glassdoor!

We have an opening for an Administrative Specialist.  You will perform a full range of moderately difficult to difficult task-oriented administrative assignments with a strong role in supporting the coordination of hiring activities.  Work in a dynamic and fast-paced environment with frequent interruptions and conflicting priorities.  This position is in Laser Systems Engineering and Operations (LSEO) Division Office of 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
- Under limited direction, provide administrative support and coordination for hiring and recruitment activities including interview scheduling and applicant badging for onsite interviews, interviewee packets and evaluations forms, uploading job new listings and tracking applicant resumes, summer scholar coordination, as well as submittals/renewals for Visiting Scientists & Professionals (VSP) participants.
- Assist in the coordination of hiring, onboarding and offboarding, internal and external hires, scholars, faculty, and supplemental labor personnel in cooperation with human resources partners.
- Assist with compiling of data for the processing of hire packages, inputting security clearance requests, and campus tour scheduling.
- Maintain databases, electronic file systems, spreadsheets, and reports via gathering information from a variety of sources for the Engineering Directorate.
- Respond to administrative inquiries from division management; coordinate special activities and meetings to implement these activities.
- Create administrative and scientific material including correspondence, documents, presentations, tables, charts, and reports.
- Arrange domestic, foreign travel, interviewee travel; process expense vouchers; take initiative to resolve issues.
- Support special projects within LSEO not limited to hiring and onboarding support activities.
- Perform other duties as assigned.

In Addition at the 405.4 level
- Generate correspondence on own initiative and compose administrative or personnel material of a sensitive nature for signature.
- Coordinate complex and difficult daily administrative operations for task responsibilities specific to LSEO, making decisions of moderate to high impact on day-to-day operations.
- Serve as a resource and interpret organizational policies and procedures under minimal supervision.

- Intermediate administrative skills and experience including accurate keyboarding, editing, use of grammar, and proofreading skills involving coordination of tasks with a high consequence of error.
- 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.
- Experience tracking, compiling, and monitoring complex data and results.
- Intermediate computer skills and experience with the Microsoft Office Suite, database and calendaring software, including the ability to learn new software quickly.
- Experience functioning effectively as a team member, as well as independently.
- Strong communication and 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.

In Addition at the 405.4 level
- Advanced administrative experience compiling, tracking, monitoring, resolving, and reporting data and results with advanced organizational skills and experience working under minimal supervision, in an environment that requires multitasking of rapidly changing priorities, deadlines, and frequent interruptions.
- Ability to be self-motivated and flexible, exercising a high degree of discretion and mature judgment in handling complex business sensitive and personnel actions.
- Advanced customer service skills and excellent written and verbal communication skills to interact effectively with all level of personnel in a scientific environment.

Desired Qualifications
- Knowledge of LLNL’s hiring process and procedures.
- Knowledge of the Laboratory’s LITE, LEAP, LAPIS, LTRAIN, Cliqbook, ePay, and eCaps systems.
- Knowledge of FileMaker Pro and SharePoint applications.

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 $2.3 billion, employing approximately 6,900 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.