Administrative Specialist for Nuclear Counterterorism and Counterproliferation - Active Security Clearance Required

We have an opening for an Administrative Specialist IV. Under limited supervision, you will perform a full range of complex secretarial and administrative assignments in a dynamic and fast-paced environment with frequent interruptions and conflicting priorities. You will provide support to the Program Leader for Nuclear Counterterrorism and Counterproliferation (NCTCP) and associated staff. This position is located within the Nuclear Threat Reduction (N) Program of the Global Security Principal Associate Directorate.

In this role you will

• Represent management and serve as a resource in daily routine matters; serve as a resource and interpret on institutional and organizational policies and procedures.
• Gather information from various sources, compile data and assist in the preparation of reports and presentations.
• Independently compose correspondence for signature.
• Screen telephone calls, independently answer inquiries, make appropriate referrals, follow through on requests, review, prioritize, disseminate incoming mail, assist with NCTCP security administration, and provide administrative support for other N Program elements.
• Independently schedule appointments, maintain calendars, and organize meetings and small conferences.
• Establish and maintain databases, spreadsheets, and tracking/filing systems.
• Arrange complex travel and itineraries and compose administrative material of a sensitive nature for signature.
• Coordinate and process clearances for core staff, responders, and associated participants, support Sigma 20 efforts, and coordinate the SCI clearance billet process for N Program.
• Transporting guests from point of pick-up to the designated location for high level visits and transporting guests for on-site tours.
• Perform other duties as assigned.

• 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.
• 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 with 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.
• Excellent 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.
• Demonstrated problem-solving and decision-making skills necessary to identify and make recommendations for administrative problems.
• Demonstrated ability to be self-motivated and flexible, exercising a high degree of discretion and mature judgment in handling complex business sensitive and classified information, as well as personnel interactions.
• Advanced computer skills and experience with the Microsoft Office Suite and database and calendaring software, and the ability to learn new software quickly.
• Demonstrated advanced customer service skills and advanced written and verbal communication skills to interact effectively with all levels of personnel in a scientific environment.
• Extensive experience arranging domestic and/or foreign travel.
• Ability to be onsite as business needs depict.
• This position requires a valid California driver’s license.

Qualifications We Desire

• Extensive experience in a classified environment.
• Experience handling classified or sensitive information.

All your information will be kept confidential according to EEO guidelines.

Position Information

This is a Career Indefinite position, open to Lab employees and external candidates.

Why Lawrence Livermore National Laboratory?

• Included in 2024 Best Places to Work by Glassdoor!
• Flexible Benefits Package
• 401(k)
• Education Reimbursement Program
• Flexible schedules (*depending on project needs)
• Inclusion, Diversity, Equity and Accountability (IDEA) - visit https://www.llnl.gov/diversity
• Our core beliefs - visit https://www.llnl.gov/diversity/our-values 
• Employee engagement - visit https://www.llnl.gov/diversity/employee-engagement

Security Clearance

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 time of hire. 

Pre-Employment Drug Test

External applicant(s) selected for this position must pass a post-offer, pre-employment drug test. This includes testing for use of marijuana as Federal Law applies to us as a Federal Contractor.

Wireless and Medical Devices

Per the Department of Energy (DOE), Lawrence Livermore National Laboratory must meet certain restrictions with the use and/or possession of mobile devices in Limited Areas. Depending on your job duties, you may be required to work in a Limited Area where you are not permitted to have a personal and/or laboratory mobile device in your possession.  This includes, but not limited to cell phones, tablets, fitness devices, wireless headphones, and other Bluetooth/wireless enabled devices.  

If you use a medical device, which pairs with a mobile device, you must still follow the rules concerning the mobile device in individual sections within Limited Areas.  Sensitive Compartmented Information Facilities require separate approval. Hearing aids without wireless capabilities or wireless that has been disabled are allowed in Limited Areas, Secure Space and Transit/Buffer Space within buildings.

How to identify fake job advertisements

Please be aware of recruitment scams where people or entities are misusing the name of Lawrence Livermore National Laboratory (LLNL) to post fake job advertisements. LLNL never extends an offer without a personal interview and will never charge a fee for joining our company. All current job openings are displayed on the Career Page under “Find Your Job” of our website. If you have encountered a job posting or have been approached with a job offer that you suspect may be fraudulent, we strongly recommend you do not respond.

To learn more about recruitment scams: https://www.llnl.gov/sites/www/files/2023-05/LLNL-Job-Fraud-Statement-Updated-4.26.23.pdf

Equal Employment Opportunity

We are an equal opportunity employer that is committed to providing all with a work environment free of discrimination and harassment. All qualified applicants will receive consideration for employment without regard to race, color, religion, marital status, national origin, ancestry, sex, sexual orientation, gender identity, disability, medical condition, pregnancy, protected veteran status, age, citizenship, or any other characteristic protected by applicable laws.

We invite you to review the Equal Employment Opportunity posters which include EEO is the Law and Pay Transparency Nondiscrimination Provision.

Reasonable Accommodation

Our goal is to create an accessible and inclusive experience for all candidates applying and interviewing at the Laboratory.  If you need a reasonable accommodation during the application or the recruiting process, please use our online form to submit a request. 

California Privacy Notice

The California Consumer Privacy Act (CCPA) grants privacy rights to all California residents. The law also entitles job applicants, employees, and non-employee workers to be notified of what personal information LLNL collects and for what purpose. The Employee Privacy Notice can be accessed here.