Administrative Specialist - Active Security Clearance Required

LLNL•Livermore, CA

21h•$38 - $46•Hybrid

About The Position

We have multiple openings for Administrative Specialists in the Strategic Deterrence Directorate. Working under limited supervision, you will manage a wide range of complex administrative responsibilities with competing priorities, requiring independent judgment and proactive follow-through. You will serve as a key resource for daily operations, solve problems, develop and implement new processes, interpret policy, and provide recommendations. Assignments often demand flexibility, discretion, and mature judgment in handling sensitive issues. This role involves frequent interaction with all levels of personnel, both within the Laboratory and with external organizations, including Federal agencies. These positions will be in the Strategic Deterrence (SD) Directorate. These positions may offer a hybrid schedule, which includes the flexibility to work from home one or more days per week, after a probationary period. The specifics of the hybrid schedule, including the exact number of days required in the office and virtual work options, may vary based on the needs of the team and the organization. In this role, you will Provide administrative support to the program staff, representing management in daily matters to gather, clarify, communicate, and disseminate information and coordinate activities; respond on their behalf on administrative matters both internal and external to the Laboratory. Gather, select, and compile information from various sources for complex reports and presentations, generate and compose correspondence for management’s signature. Establish and maintain databases, spreadsheets, and tracking/filing systems to document and monitor action items, and coordinate the timely flow of accurate, complete paperwork through submission for approval. Plan, organize, and coordinate small and large meetings, reviews, conferences, and facility tours, including agendas, administrative logistics, travel arrangements (domestic and foreign), clearance and badging for external attendees, and documenting meeting minutes. Independently prepare project documentation, perform data gathering, and coordinate internal and/or external document comments/reviews. Generate correspondence on own initiative and compose correspondence for management signature which may be sensitive in nature. Independently plan and orchestrate onsite and virtual meetings or events that are sensitive in nature. Manage and handle confidential and sensitive information in multiple formats, using mature, independent judgement and tact to ensure proper protection. Perform other duties as assigned.

Requirements

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 the time of hire.
Secretarial and 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 prioritizing multiple tasks with frequent interruptions and critical deadlines while showing flexibility, attention to detail, accuracy and follow through.
Experience working under minimal supervision, in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions.
Experience interacting effectively with all levels of personnel and management, both internally and externally, representing the organization with strong communication and interpersonal skills while exercising tact, diplomacy, mature judgment, and discretion in handling sensitive or classified matters.
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 computer skills and experience with the Microsoft Office Suite and database and the ability to learn new software quickly.
Experience managing calendars, and using calendaring software
Experience arranging domestic travel.
Advanced experience compiling, tracking, monitoring, resolving, and reporting complex data and results with advanced organizational skills and experience working under minimal supervision, in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions.
Effective problem-solving and advanced decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems with a high consequence of error.
Excellent customer service skills and advanced written and verbal communication skills to interact effectively with all levels of personnel in a diverse scientific environment.

Nice To Haves

Working knowledge of Laboratory policies and procedures.
Familiarity with Strategic Deterrence’s policies and procedures.
Experience working in a classified environment, handling, creating, and managing classified material, to include experience with vault type rooms.
Experience working with complex software applications and ability to learn new applications such as FileMaker Pro, Windchill, and Elm.
Ability to travel.

Responsibilities

Provide administrative support to the program staff, representing management in daily matters to gather, clarify, communicate, and disseminate information and coordinate activities; respond on their behalf on administrative matters both internal and external to the Laboratory.
Gather, select, and compile information from various sources for complex reports and presentations, generate and compose correspondence for management’s signature.
Establish and maintain databases, spreadsheets, and tracking/filing systems to document and monitor action items, and coordinate the timely flow of accurate, complete paperwork through submission for approval.
Plan, organize, and coordinate small and large meetings, reviews, conferences, and facility tours, including agendas, administrative logistics, travel arrangements (domestic and foreign), clearance and badging for external attendees, and documenting meeting minutes.
Independently prepare project documentation, perform data gathering, and coordinate internal and/or external document comments/reviews.
Generate correspondence on own initiative and compose correspondence for management signature which may be sensitive in nature.
Independently plan and orchestrate onsite and virtual meetings or events that are sensitive in nature.
Manage and handle confidential and sensitive information in multiple formats, using mature, independent judgement and tact to ensure proper protection.
Perform other duties as assigned.