Administrative Specialist - Engineering Principal Associate Director's Office

LLNL•Livermore, CA

19d•$37 - $45

About The Position

We have an opening for an Administrative Specialist . You will be an essential part of our administrative team in the Engineering Principal Associate Director's Office (PADO). 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 that require independent judgment, initiative, and follow-through. This position will be in the Principal Associate Director’s Office, within the Engineering Directorate. In this role you will Provide advanced administrative support to senior management team members within the Engineering Principal Associate Director's Office (PADO) including the Workforce Team and the Communications Team. Serve as a member of the Engineering administrative team representing management in daily matters; take initiative to gather, clarify, and disseminate information and coordinate activities; respond on their behalf on administrative matters to all levels of management, both internal and external to the Laboratory. Manage complex calendars independently determining scheduling priorities and plan and coordinate complex meetings and events. Serve as a program point-of-contract for Engineering Mentoring program to plan and execute events and training efforts including logistics for meetings. Act as a liaison between the Workforce and Communications teams, including tracking and coordinating Workforce-Communications projects, supporting all-hands meetings and leader forums, and updating Communications project intake, dashboard, and feedback systems. Perform administrative updates on the internal Engineering website in WordPress (training provided). Coordinate and perform annual updates to the External Review Committee (ERC) SharePoint. Compile data from multiple sources for complex reports and presentations; establish and maintain complex databases, spreadsheets, and tracking/filing systems. Generate correspondence on own initiative and compose correspondence for management signature that may be sensitive in nature. Perform other duties as assigned.

Requirements

Ability to secure and maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship.
Advanced administrative knowledge and experience including accurate 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 multi-task environment with rapidly changing priorities, deadlines, and frequent interruptions.
Advanced communication and interpersonal skills necessary to interact effectively with a multi-facet workforce and represent the organization with all levels of management, internal and external to the Laboratory, using tact, diplomacy, and discretion.
Effective problem-solving and decision-making skills to anticipate, identify, and independently 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 computer skills and experience with the Microsoft Office Suite and database and calendaring software, and the ability to learn new software quickly.
Experience coordinating complex meetings and events.

Nice To Haves

Familiarity with LLNL's policies and procedures.
Knowledge of LLNL business applications and processes such as LEAP, TIME, EAM, LTRAIN, ePay, and Cliqbook.
Ability and motivation to learn new tools and platforms (e.g., Mailchimp, MS Forms, SharePoint, WordPress), proactively seeking out resources and trainings as needed.

Responsibilities

Provide advanced administrative support to senior management team members within the Engineering Principal Associate Director's Office (PADO) including the Workforce Team and the Communications Team.
Serve as a member of the Engineering administrative team representing management in daily matters; take initiative to gather, clarify, and disseminate information and coordinate activities; respond on their behalf on administrative matters to all levels of management, both internal and external to the Laboratory.
Manage complex calendars independently determining scheduling priorities and plan and coordinate complex meetings and events.
Serve as a program point-of-contract for Engineering Mentoring program to plan and execute events and training efforts including logistics for meetings.
Act as a liaison between the Workforce and Communications teams, including tracking and coordinating Workforce-Communications projects, supporting all-hands meetings and leader forums, and updating Communications project intake, dashboard, and feedback systems.
Perform administrative updates on the internal Engineering website in WordPress (training provided).
Coordinate and perform annual updates to the External Review Committee (ERC) SharePoint.
Compile data from multiple sources for complex reports and presentations; establish and maintain complex databases, spreadsheets, and tracking/filing systems.
Generate correspondence on own initiative and compose correspondence for management signature that may be sensitive in nature.
Perform other duties as assigned.