Hiring and Onboarding Administrative Specialist

LLNL•Livermore, CA

11h•$33 - $46•Hybrid

About The Position

We have an opening for a Hiring & Onboarding Administrative Specialist . You will provide administrative and coordination support for all hiring activities within the Defense Technologies Engineering Division (DTED), including candidate tracking, coordinating interviews, facilitating communication with hiring managers, and supporting requisition and hiring workflows. You will also assist with maintaining accurate hiring documentation, reports, and records, and contribute to updates related to hiring resources and information. This position is in DTED supporting the Strategic Deterrence (SD) Principal Directorate. Depending on your assignment, this position may offer a hybrid schedule, blending in-person and virtual presence. You may have the flexibility to work from home one or more days per week. This position will be filled at either level depending on your qualifications. Additional job responsibilities (outlined below) will be assigned if you are selected at the higher level.

Requirements

Ability to secure and maintain a US DOE Q-level security clearance which requires U.S. citizenship.
Administrative knowledge and experience including accurate keyboarding, editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods.
Effective organizational skills, attention to detail, accuracy, and follow through.
Experience working under limited supervision, in an environment of rapidly changing priorities, deadlines, and frequent interruptions.
Effective communication and interpersonal skills necessary to interact with a diverse 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 necessary 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.
Intermediate computer skills and experience with the Microsoft Office Suite and database and calendaring software, and the ability to learn new software quickly.
Experience arranging domestic and/or foreign travel.
Advanced organizational skills, attention to detail, accuracy, and follow through, and administrative knowledge and experience including accurate keyboarding, editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods.
Experience working under minimal supervision, in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions.
Advanced communication and interpersonal skills necessary to interact effectively with a diverse workforce and represent the organization with all levels of management, internal and external to the Laboratory, using tact, diplomacy, and discretion.
Advanced computer skills and experience with the Microsoft Office Suite and database and calendaring software, and the ability to learn new software quickly.

Nice To Haves

Familiarity with LLNL’s Policies and Procedures.
Familiarity with LLNL’s hiring processes and procedures.

Responsibilities

Represent management and serve as a resource in daily routine matters; serve as a resource on organizational policies and procedures.
Gather information from various sources, compile data, and prepare complex reports and presentations.
Coordinate internal and external visits and interviews, including the preparation of agendas, coordination of calendar schedules, travel approvals and reimbursements, verification of security clearances, badge requests, and information dissemination.
Establish and maintain databases, spreadsheets, and tracking/filing systems.
Organize and coordinate meetings and small conferences, arrange travel and itineraries, and independently schedule appointments and maintain calendars.
Assist with the hiring process, including preparing job postings, gathering appropriate information, tracking applicants, and processing hire packages.
Perform other duties as assigned.
Coordinate, select, and compile data from multiple sources for complex reports and presentations.
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.
Manage complex calendars which include independently determining scheduling priorities.