Operations Administrative Specialist IV

LLNL•Livermore, CA

1d•$38 - $46•Hybrid

About The Position

Under limited supervision, you will perform a full range of moderately difficult administrative and task-oriented assignments in a dynamic and fast-paced environment. This position is in the Operations and Business (O&B) Administration Division, matrixed to support the Defense Technologies Engineering Division (DTED) within the Engineering 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.

Requirements

Ability to obtain 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.
Advanced organizational skills, attention to detail, accuracy, and follow through.
Intermediate computer skills and experience with Microsoft Office Suite, databases, and calendaring software, with the ability to learn new software quickly.
Experience with automation and AI tools and software.
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.
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 Leadership, internal and external to the Laboratory, using tact, diplomacy, and discretion.

Nice To Haves

Advanced computer skills and experience with ELM and other equivalent databases (Oracle, Siemens, etc.).

Responsibilities

Represent Operations management and serve as a resource in daily routine matters.
Establish and maintain spreadsheets, databases for design review requests and safety note reviews, SharePoint sites, tracking/filing systems to support office moves and other identified processes.
Maintain and update records in the Enterprise Asset Management (EAM) system.
Gather information from various sources, compile data, and prepare 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.
Organize and coordinate meetings for Design Reviews and Safety Notes.
Manage utilization and maintenance requirements for the Division’s General Services Administration (GSA) vehicle fleet.
Coordinate the document management and compliance for documents generated by Division management.
Perform other duties as assigned.