Program Administrative Specialist – Active Security Clearance Required

LLNL•Livermore, CA

12d•$32 - $45•Hybrid

About The Position

We have multiple openings for Administrative Specialists in the Strategic Deterrence Directorate. Working under limited supervision, you will manage a wide range of complex administrative responsibilities with competing priorities, requiring independent judgment and proactive follow-through. You will serve as a key resource for daily operations, solve problems, develop and implement new processes, interpret policy, and provide recommendations. Assignments often demand flexibility, discretion, and mature judgment in handling sensitive issues. This role involves frequent interaction with all levels of personnel, both within the Laboratory and with external organizations, including Federal agencies. These positions will be in the Strategic Deterrence (SD) Directorate. These positions 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. These positions 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. In this role, you will Provide administrative support to the program staff, representing management in daily matters to gather, clarify, communicate, and disseminate information and coordinate activities; respond on their behalf on administrative matters both internal and external to the Laboratory. Gather, select, and compile information from various sources for reports and presentations, generate and compose correspondence for management’s signature. Track action items, establish and maintain databases, spreadsheets, tracking and filing systems; coordinate timely flow of paperwork, checking for accuracy and completeness prior to submission for approval. Plan and organize tours, conferences and meetings that may involve external attendees including agendas, arranging domestic and foreign travel, clearance, and badging arrangements. Perform other duties as assigned. Additional job responsibilities at the 405.4 Level Generate correspondence on own initiative and compose correspondence for management signature which may be sensitive in nature. Independently plan and orchestrate onsite and virtual meetings or events that are sensitive in nature. Manage and handle confidential and sensitive information in multiple formats, using mature, independent judgement and tact to ensure proper protection.

Requirements

This position requires an active Department of Energy (DOE) Q-level clearance or active Top-Secret clearance issued by another U.S. government agency at the time of hire.
Secretarial and 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 prioritizing multiple tasks with frequent interruptions and critical deadlines while showing flexibility, attention to detail, accuracy and follow through.
Experience working under limited supervision, in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions.
Strong 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.
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.
Intermediate computer skills and experience with the Microsoft Office Suite and database and the ability to learn new software quickly.
Experience managing calendars, and using calendaring software
Experience arranging domestic travel.
Advanced experience compiling, tracking, monitoring, resolving, and reporting complex 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.
Effective problem-solving and advanced decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems with a high consequence of error.
Excellent customer service skills and advanced written and verbal communication skills to interact effectively with all levels of personnel in a diverse scientific environment.

Nice To Haves

Working knowledge of Laboratory policies and procedures.
Familiarity with Strategic Deterrence’s policies and procedures.
Experience working in a classified environment, handling, creating, and managing classified material, to include experience with vault type rooms.

Responsibilities

Provide administrative support to the program staff, representing management in daily matters to gather, clarify, communicate, and disseminate information and coordinate activities; respond on their behalf on administrative matters both internal and external to the Laboratory.
Gather, select, and compile information from various sources for reports and presentations, generate and compose correspondence for management’s signature.
Track action items, establish and maintain databases, spreadsheets, tracking and filing systems; coordinate timely flow of paperwork, checking for accuracy and completeness prior to submission for approval.
Plan and organize tours, conferences and meetings that may involve external attendees including agendas, arranging domestic and foreign travel, clearance, and badging arrangements.
Perform other duties as assigned.
Generate correspondence on own initiative and compose correspondence for management signature which may be sensitive in nature.
Independently plan and orchestrate onsite and virtual meetings or events that are sensitive in nature.
Manage and handle confidential and sensitive information in multiple formats, using mature, independent judgement and tact to ensure proper protection.