Administrative Specialist

LLNL•Livermore, CA

17h•Onsite

About The Position

Lawrence Livermore National Laboratory (LLNL) is seeking an Administrative Specialist to join the National Ignition Facility & Photon Science (NIF&PS) Directorate. This role supports the High Energy Density, Science & Technology Program within NIF&PS, a dynamic and fast-paced environment. The successful candidate will perform a full range of moderately difficult task-oriented administrative assignments under minimal supervision, requiring flexibility to multi-task amidst frequent interruptions and conflicting priorities. This is an exciting time to join the team, following the historic achievement of fusion ignition in December 2022.

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 keyboarding, editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods.
Excellent organizational skills, attention to detail, accuracy and follow through.
Advanced experience working under minimal supervision, in an environment of rapidly changing priorities, deadlines, and frequent interruptions.
Excellent communication and interpersonal skills necessary to interact with a various workforce and represent the organization with all levels of management, internal and external to the Laboratory, using tact, diplomacy, and discretion.
Advanced experience with problem-solving and decision-making skills to identify and make recommendations for administrative problems.
Ability to be self-motivated and flexible, exercising discretion and mature judgment in handling business sensitive and/or classified information, as well as personnel interactions.
Advanced computer skills and 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 organizing conferences, workshops, and large meetings, which may include classified information.

Nice To Haves

Knowledge of LLNL administrative policies, procedures, techniques, and methods.
Experience working in a classified environment and handling classified documents.
Experience working in SmartRecruiters, FileMaker Pro, and Windchill.
Experience with the following LLNL systems: LEAP, Concur CWT, ePay, eCaps, FTS, and VTS.

Responsibilities

Represent management and serve as a resource in daily routine matters; serve as a resource on organizational policies and procedures.
Coordinate, gather, and compile data from various sources and prepare complex reports and presentations.
Independently answer inquiries, make appropriate referrals, follow through on requests; review, prioritize, and disseminate incoming mail.
Manage complex calendars which includes independently scheduling appointments.
Establish and maintain databases, spreadsheets, and tracking/filing systems.
Coordinate internal and external campus visits, which may include classified parameters, preparation of agendas, coordinating schedules, coordinating interviews and seminars, foreign national paperwork, badge requests, incoming and outgoing clearance transfers, and other involved information dissemination.
Coordinate onsite and/or virtual interviews, including correspondence, agendas, compiling, and disseminating interview comment sheets for review by committee.
Arrange domestic and foreign travel, itineraries, and process expense reports.
Generate correspondence on own initiative and compose correspondence for management signature which may be sensitive in nature.
Serve as a resource and interpret organizational policies and procedures.
Perform other duties as assigned.