Administrative Specialist - Manufacturing Engineering Section

LLNL•Livermore, CA

1d•$33 - $46•Hybrid

About The Position

We are seeking an Administrative Specialist to support the Manufacturing Engineering Section, which includes the 321 Complex machine shops and Engineering’s Machinist Apprentice Program. Under limited supervision, you will perform a full range of moderately difficult administrative and task-oriented assignments in a dynamic, fast-paced environment with frequent interruptions and shifting priorities. This position is in the Materials Engineering Division (MED) of the Engineering Directorate. 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. This position will be filled at either level based on knowledge and related experience as assessed by the hiring team. Additional job responsibilities (outlined below) will be assigned if hired at the higher level.

Requirements

Ability to secure and maintain a U.S. DOE Q-level security clearance, which requires U.S. citizenship.
Knowledge and experience in administrative support, including accurate keyboarding, editing, grammar, and proofreading; intermediate knowledge of office procedures, techniques, and methods.
Strong organizational skills with attention to detail, accuracy, and follow-through.
Experience working with limited supervision in an environment with rapidly changing priorities, deadlines, and frequent interruptions.
Effective communication and interpersonal skills to interact with a diverse workforce and represent the organization at all levels of management, both internal and external to the Laboratory, with tact, diplomacy, and discretion.
Demonstrated problem-solving and decision-making skills to identify issues and recommend administrative solutions.
Demonstrated ability to be self-motivated and flexible, with discretion and mature judgment in handling business-sensitive and/or classified information, as well as personnel interactions.
Intermediate computer skills, including experience with Microsoft Office Suite, database and calendaring software, and the ability to learn new software quickly.
Experience arranging domestic and/or foreign travel.
Experience working under minimal supervision, in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions.
Demonstrated advanced customer service skills and advanced written and verbal communication skills to interact effectively with personnel at all levels in a scientific environment.
Advanced experience compiling, tracking, monitoring, resolving, and reporting complex data and results with advanced organizational skills.
Experience planning and executing large scale meetings and events, with strong organizational and coordination skills to manage logistics, vendors, and on-site operations effectively.
Demonstrated ability to be self-motivated and flexible, with a high degree of discretion and mature judgment in handling complex business-sensitive and classified information, as well as personnel interactions.

Nice To Haves

Experience with COSMOS Timecard System.
Knowledge of LLNL business applications and processes such as Smart Recruiters, LAPIS, LEAP, LTRAIN, TIME, FTS, VTS, ePay and Cliqbook.
Familiarity with LLNL Policies and Procedures.

Responsibilities

Represent management and serve as a resource for daily routine matters including organizational policies and procedures.
Gather information from various sources, compile data, and prepare complex reports and presentations.
Establish and maintain databases, spreadsheets, and tracking and filing systems.
Independently schedule appointments and maintain calendars.
Coordinate external visits, including verifying security clearances, preparing agendas, arranging badging, and disseminating information.
Arrange travel and itineraries.
Coordinate internal and external interviews.
Serve as a backup Time and Absence Coordinator (TAC).
Perform other duties as assigned.
Manage complex calendars and independently determine scheduling priorities.
Assist with coordination of multiple administrative components of Engineering’s Machinist Apprentice Program.
Plan and execute large-scale meetings and events from concept to completion, coordinating logistics, vendors, timelines, and on-site support.
Compose sensitive administrative materials and generate correspondence on own initiative for signature.
Interpret institutional and organizational policies and procedures.