CASC Division Administrative Specialist

LLNL•Livermore, CA

4d•$37 - $45

About The Position

We have an opening for an Administrative Specialist IV . You will perform a full range of complex and difficult administrative assignments in a dynamic and fast-paced environment with frequent interruptions and conflicting priorities which require independent judgment, adept organizational and communication skills. This position is in the Center for Applied Scientific Computing (CASC) Division in the Computing Principal Directorate. In this role you will Provide advanced administrative and secretarial support to the Division Leader, Deputy Division Leader, and twelve Group Leaders, including managing complex calendars which includes independently determining scheduling priorities for management staff. Represent management in daily matters to gather, clarify and disseminate information and coordinate activities; respond on their behalf of administrative matters to all levels of personnel, both internal and external to the Laboratory. Coordinate, select, and compile data from multiple sources for complex reports and presentations. Track a high volume of multi-faceted action items; coordinate the timely flow of paperwork, checking for accuracy and completeness prior to submission for approval (e.g., new employee onboarding and personnel actions). Process various immigration-related requests (e,g., foreign national visa applications and access requests. Coordinate internal and external interviews, including the preparation of agendas, coordination of calendar schedules, travel approvals and reimbursements, possible foreign national paperwork, badge requests, and information dissemination. Assist with the hiring process, including preparing job postings, gathering appropriate information, tracking applicants, and processing hire packages. Serve as a resource and interpret organizational policies and procedures. Perform other duties as assigned.

Requirements

Ability to obtain and maintain a US DOE Q-level security clearance which requires U.S. Citizenship.
Advanced secretarial and administrative knowledge.
Experience including accurate keyboarding, editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods.
Advanced organizational skills, attention to detail, accuracy and follow-through.
Experience compiling and preparing presentations and editing text for publication and/or high-level distribution.
Experience working under minimal supervision, in a multitask/multi-faceted environment of rapidly changing priorities, deadlines, and frequent interruptions.
Independent problem-solving and decision-making skills to anticipate, identify, and recommend appropriate actions and solutions to complex administrative problems.
Ability to be self-motivated and flexible, exercising a high degree of discretion and mature judgment in handling business sensitive and/or classified information, as well as personnel interactions.
Advanced communication and interpersonal skills required to interact effectively with a diverse workforce and represent the organization with all levels of management, internal and external to the Laboratory.
Advanced computer skills and experience with the Microsoft Office Suite and database and calendaring software, and the ability to learn new software quickly.

Nice To Haves

Experience with immigration-related processes is highly desirable.
Experience with LLNL systems and processes.

Responsibilities

Provide advanced administrative and secretarial support to the Division Leader, Deputy Division Leader, and twelve Group Leaders, including managing complex calendars which includes independently determining scheduling priorities for management staff.
Represent management in daily matters to gather, clarify and disseminate information and coordinate activities; respond on their behalf of administrative matters to all levels of personnel, both internal and external to the Laboratory.
Coordinate, select, and compile data from multiple sources for complex reports and presentations.
Track a high volume of multi-faceted action items; coordinate the timely flow of paperwork, checking for accuracy and completeness prior to submission for approval (e.g., new employee onboarding and personnel actions).
Process various immigration-related requests (e,g., foreign national visa applications and access requests.
Coordinate internal and external interviews, including the preparation of agendas, coordination of calendar schedules, travel approvals and reimbursements, possible foreign national paperwork, badge requests, and information dissemination.
Assist with the hiring process, including preparing job postings, gathering appropriate information, tracking applicants, and processing hire packages.
Serve as a resource and interpret organizational policies and procedures.
Perform other duties as assigned.