Administrative Specialist - Materials Science Division

LLNL•Livermore, CA

1d•Hybrid

About The Position

Lawrence Livermore National Laboratory is hiring an Administrative Specialist IV in the Materials Science Division of the Physical & Life Sciences Directorate. Under limited supervision, the position performs a full range of moderately difficult administrative assignments in a dynamic, fast-paced environment with frequent interruptions and competing priorities. The position has a hybrid schedule, with the flexibility to work from home two days per week. The appointment is a Flexible Term appointment for a definite period not to exceed six years. If the final candidate is a Career Indefinite employee, Career Indefinite status may be maintained if funding allows. The position requires eligibility to obtain and maintain a U.S. Department of Energy Q-level security clearance, which requires U.S. citizenship.

Requirements

Ability to secure and maintain a U.S. DOE Q-level security clearance; U.S. citizenship is required.
Advanced secretarial and administrative knowledge and experience, including accurate keyboarding, editing, grammar, and proofreading skills.
Advanced knowledge of office procedures, techniques, and methods.
Excellent organizational skills, attention to detail, accuracy, and follow-through.
Experience working under limited supervision amid changing priorities, deadlines, and frequent interruptions.
Effective communication and interpersonal skills to interact with a diverse workforce and represent the organization to management and internal and external stakeholders with tact, diplomacy, and discretion.
Problem-solving and decision-making skills to identify administrative problems and recommend solutions.
Specialized and advanced knowledge of office procedures, techniques, and methods, including the ability to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems.
Advanced computer skills and experience with Microsoft Office Suite, database software, and calendaring software, and the ability to learn new software quickly.
Ability to be flexible and discreet when handling sensitive and complex issues.
Ability to work effectively as a team member and independently under minimal supervision in an environment with frequent interruptions and changing deadlines, instructions, and priorities.

Nice To Haves

Experience with Visitor Tracking System (VTS) and Foreign Travel System (FTS).
Experience arranging domestic and/or foreign travel.

Responsibilities

Represent management and serve as a resource in routine daily administrative matters.
Gather information from various sources, compile data, and prepare complex reports and presentations.
Prepare, review, and compose administrative material for management signature; independently track action items and ensure timely paperwork flow.
Coordinate, select, and compile information from multiple sources for classified and unclassified correspondence, complex reports, and presentations.
Establish and maintain multifaceted databases, spreadsheets, files, and tracking systems.
Identify and recommend process improvements.
Independently schedule appointments and maintain complex calendars.
Coordinate external visits, including verifying security clearances, preparing agendas, arranging badging, and disseminating information.
Perform other duties as assigned.