Lawrence Livermore National Laboratory

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Work Planning & Control Administrative Specialist IV

Location: Livermore, CA
Category: Administrative/Management
Job ID: 102687
Job Code: 
Date Posted: 

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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 IV to support the Work Planning & Control (WP&C) Office. You will have a significant role administering various WP&C qualification programs and training courses, including heavy use of UCM (Universal Content Manager, LLNL’s document management system) and LTRAIN (Livermore Training Records and Information Network), in support of the Safety Education & Training (SET) Office Training Specialist. This position is in the Nuclear Operations Directorate.

Essential Duties 
- Represent management in daily matters to gather, clarify and disseminate information and coordinate information and activities, screening telephone calls and routing inquiries appropriately.
- Attend and take meeting minutes at the WCRB (Work Control Review Board) meetings and the Work Planner Forum, and other meetings as requested, and maintain a tracking system of follow up actions and attendance.
- Manage calendars and independently determine scheduling priorities; may determine attendees.
- Organize and coordinate meetings and/or visits with LFO (Livermore Field Office) and other DOE (Department of Energy) Sites, including setting agendas, security arrangements, and on occasion, hospitality. Meetings may be via VTC (Video Teleconference), WebEx, or similar forums.
- Gather, organize, and control the documentation and presentations generated by the Functional Manager, Deputy, and WP&C SMEs for easy accessibility.
- Work closely with the SETS Training Specialist to administer the WP&C Competent Worker Program, Site-Wide Worker Program, Mentor Program, and other WP&C training courses, including editing documents, loading documents into UCM, filing qualification records in accordance with SETS policies and procedures, and managing data in the LTRAIN system.
- Generate correspondence on own initiative and compose correspondence for management’s signature.
- Arrange domestic and foreign travel with dynamic itineraries and prepare expense reports.
- Perform other duties as assigned.
- Advanced secretarial and administrative skills, including accurate keyboarding, editing, grammar, and proofreading skills.
- Demonstrated advanced problem solving and decision-making skills.
- Demonstrated advanced computer software skills, with experience using personal computers and the Microsoft Office Suite (Word, Excel, Powerpoint) in order to compile and monitor data, as well as create presentations for management.
- Demonstrated effective communication and interpersonal skills necessary to interact effectively with a diverse workforce.
- Demonstrated advanced organizational skills with attention to detail necessary to handle multiple tasks in a demanding environment with frequent interruptions, while providing high-level customer service and good follow-through.
- Demonstrated ability to be flexible and discreet in handling sensitive and complex issues.
- Experience working effectively under minimal supervision in an environment with changing deadlines, instructions and priorities.
- Experience working effectively as a team member as well as independently.
Desired Qualifications
- Knowledge of Laboratory policy and procedures, office procedures, techniques and methods.
- Knowledge of Laboratory web-based systems such as Issues Tracking System (ITS), LTRAIN, Information Management, and UCM.
- Experience Using Microsoft Visio.

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 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.  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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