ITO Division Administrative Specialist

LLNL•Livermore, CA

14h•$33 - $46•Hybrid

About The Position

We're looking for an Administrative Specialist . You will perform a full range of complex and difficult administrative assignments in a dynamic and fast-paced environment with frequent interruptions and conflicting priorities which require independent judgment, adept organization, communication skills, and follow-through. This position is in the Information Technology Operations (ITO) Division in the Computing Directorate. This position may offer a hybrid schedule, which includes the flexibility to work from home one or more days per week, after a probationary period. The specifics of the hybrid schedule, including the exact number of days required in the office and virtual work options may vary based on the needs of the team and the organization. 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.
Administrative knowledge and experience, including accurate keyboarding, editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods.
Effective organizational skills with experience working under limited supervision, prioritizing multiple tasks with frequent interruptions and critical deadlines, while showing flexibility, attention to detail, discretion, tact, and accuracy.
Excellent interpersonal and communication skills, mature judgment, professionalism, and discretion, necessary to interact effectively with a diverse workforce and represent the directorate.
Effective problem-solving and decision-making skills necessary to anticipate, identify, and independently recommend appropriate actions and solutions to moderately difficult administrative problems.
Proven ability to be self-motivated and flexible with the ability to set priorities and goals.
Intermediate computer skills and experience with programs such as Microsoft Word, Excel, PowerPoint, Outlook, Entrust, Adobe Acrobat, and the ability to learn new software quickly.
Experience working effectively as a team member, as well as independently.
Excellent customer service skills and advanced level decision making with the ability to independently solve problems of broad scope and complexity.
Ability to be self-motivated and flexible, exercising a high degree of discretion and mature judgment in handling sensitive business items, as well as personnel interactions.
Advanced experience compiling, tracking, monitoring, resolving, and reporting data and results with advanced organizational skills and experience working under minimal supervision, in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions.

Nice To Haves

Experience with LLNL systems and processes.
Knowledge of LLNL business applications and processes such as LAPIS, SmartRecruiters, LEAP, TIME, FTS, VTS and ePay.

Responsibilities

Serve as a resource in day-to-day administrative matters to all levels of management, both internal and external to the Laboratory, and respond on their behalf to gather, clarify, and disseminate information and coordinate activities.
Gather information from various sources, compile data, and prepare moderately complex reports and presentations.
Coordinate a variety of administrative functions, including independently answering phones, managing inquiries, making appropriate referrals, ordering supplies, following through on requests, and maintaining spreadsheets, files, and tracking systems.
Arrange moderately complex domestic and foreign travel and itineraries, including submitting expense reports and processing payment requests.
Serve as an administrative team member and assist with organizing employee events, workshops, conferences and other special projects.
Perform other duties as assigned.
Provide advanced administrative support to the Division Leader, Deputy Division Leader, and Group Leaders, including managing complex calendars which includes independently determining scheduling priorities for management.
Coordinate internal and external interviews, including preparation of agendas, coordinating schedules, possible foreign national paperwork, badge requests, and information dissemination.
Assist with the hiring process including preparing job postings, gathering appropriate information, tracking applicants and processing hire packages.
Independently compose correspondence for signature, schedule appointments, maintain calendars, track action and signature items, ensuring timely flow of paperwork, and verify accuracy prior to submission for approvals.