Administrative Specialist

LLNL•Livermore, CA

3d•$38 - $46•Hybrid

About The Position

We're looking 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 and follow through. This position is in the Computing Directorate in support of the Information Technology Operations (ITO) Division. This position offers a hybrid schedule, blending in-person and virtual presence. You will have the flexibility to work from home one or more days per week.

Requirements

Ability to secure and maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship.
Advanced secretarial and administrative knowledge and 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 working under minimal supervision, in a multitask/multi-faceted environment of rapidly changing priorities, deadlines, and frequent interruptions.
Excellent communication and interpersonal skills necessary to interact effectively with a multidisciplinary workforce and represent the organization with all levels of management, internal and external to the Laboratory.
Excellent problem-solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems.
Proven ability to be self-motivated and flexible with the ability to set priorities and goals.
Advanced computer skills and experience with Microsoft Office Suite, databases and calendaring software, and the ability to learn new software quickly.
Experience working effectively as a team member, as well as independently.

Nice To Haves

Active US DOE Q-level security clearance.
Experience with LLNL systems and processes.
Knowledge of LLNL business applications and processes such as LAPIS, SmartRecruiters, LEAP, TIME, FTS, VTS and ePay.

Responsibilities

Provide advanced administrative and secretarial support to the Division Leader, Deputy Division Leaders, and Group Leaders, including managing complex calendars which includes independently determining scheduling priorities for management.
Represent management in daily matters to gather, clarify and disseminate information and coordinate activities; respond on their behalf on 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.
Coordinate a variety of administrative functions, including independently answering phones, managing inquiries, making appropriate referrals, ordering supplies, following through on requests, and maintaining spreadsheets, files, and tracking systems.
Arrange complex domestic and foreign travel and itineraries, including submitting expense reports and processing payment requests.
Serve as an administrative team member and assist with organizing employee events, workshops, conferences and other special projects.
Independently compose correspondence for signature, schedule appointments, maintain calendars, track action and signature items, ensure timely flow of paperwork, and verify accuracy prior to submission for approvals.
Coordinate internal and external interviews which include preparation of agendas, coordinating calendar schedules, 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.
Perform other duties as assigned.