Division Administrative Specialist

LLNL•Livermore, CA

17h•$38 - $46•Onsite

About The Position

We have an opening for an Administrative Specialist IV to support the Physical & Technical Security Division (PTSD) within the Security Organization (SO). Under minimal supervision, you will perform a full range of complex and sensitive administrative assignments in a dynamic and fast-paced environment with frequent interruptions, critical deadlines, and conflicting priorities. This position requires a high degree of flexibility, discretion, and independent judgment, and is a full-time, onsite position. Represent Division management in daily matters to gather, clarify, and disseminate information, coordinate activities, and respond on their behalf on administrative matters with all levels of management, internal and external to the Laboratory. Prepare, edit, format, and finalize correspondence and documents including letters, memorandums, reports, and presentation materials, often containing complex graphics and sensitive content. Serve as document coordinator for the PTSD office, ensuring division documents are processed, routed, and maintained in accordance with the SO’s Conduct of Security program description and applicable procedures. Gather, select, coordinate, and compile information from multiple sources for complex reports, briefings, presentations, audits, assessments, reviews, and other programmatic reporting in support of PTSD activities and requirements. Manage complex calendars for management, independently determine scheduling priorities and as appropriate, recommend or determine meeting attendees. Establish, maintain, and update complex databases, spreadsheets, and filing/tracking systems, both electronic and hard copy, to support physical and technical security program needs, audits, assessments, and reviews. Coordinate external visits in support of PTSD activities, including verification of security clearances, preparation of agendas, badging coordination, and dissemination of visit information and requirements. Arrange complex domestic and as needed, foreign travel and itineraries, which may include clearance and visit authorization arrangements, and ensure compliance with relevant policies and procedures. Serve as a resource to staff by interpreting and communicating organizational and SO policies, procedures, and administrative requirements. Participate in implementing and improving administrative processes and workflows within the PTSD to enhance efficiency and alignment with organizational requirements. Perform other duties as assigned.

Requirements

Ability to maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship.
Advanced secretarial and administrative knowledge and experience, including accurate keyboarding, editing, grammar, and proofreading skills, and advanced knowledge of office procedures, techniques, and methods.
Excellent interpersonal and written communication skills to interact effectively with all levels of management, staff, and external contacts.
Excellent organizational skills, attention to detail, accuracy, and follow-through experience working under minimal supervision in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions.
Demonstrate problem solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative issues and process challenges.
Proven 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 (Word, Excel, PowerPoint, Outlook), Adobe Acrobat, and database and calendaring software, with the ability to learn new software and systems quickly.
Extensive experience coordinating complex domestic and international travel, preparing detailed itineraries and necessary documentation, and independently prioritizing and managing competing activities to deliver complex projects and tasks.

Nice To Haves

Experience supporting security, safeguards, or compliance-focused organization, or working in a highly regulated environment.
Familiarity with physical and technical security programs, audits, and assessments, or similar programmatic support.
Experience with timekeeping systems, visit/clearance coordination tools, or other Laboratory administrative systems.

Responsibilities

Represent Division management in daily matters to gather, clarify, and disseminate information, coordinate activities, and respond on their behalf on administrative matters with all levels of management, internal and external to the Laboratory.
Prepare, edit, format, and finalize correspondence and documents including letters, memorandums, reports, and presentation materials, often containing complex graphics and sensitive content.
Serve as document coordinator for the PTSD office, ensuring division documents are processed, routed, and maintained in accordance with the SO’s Conduct of Security program description and applicable procedures.
Gather, select, coordinate, and compile information from multiple sources for complex reports, briefings, presentations, audits, assessments, reviews, and other programmatic reporting in support of PTSD activities and requirements.
Manage complex calendars for management, independently determine scheduling priorities and as appropriate, recommend or determine meeting attendees.
Establish, maintain, and update complex databases, spreadsheets, and filing/tracking systems, both electronic and hard copy, to support physical and technical security program needs, audits, assessments, and reviews.
Coordinate external visits in support of PTSD activities, including verification of security clearances, preparation of agendas, badging coordination, and dissemination of visit information and requirements.
Arrange complex domestic and as needed, foreign travel and itineraries, which may include clearance and visit authorization arrangements, and ensure compliance with relevant policies and procedures.
Serve as a resource to staff by interpreting and communicating organizational and SO policies, procedures, and administrative requirements.
Participate in implementing and improving administrative processes and workflows within the PTSD to enhance efficiency and alignment with organizational requirements.
Perform other duties as assigned.