Administrative Specialist

We have an opening for an Administrative Specialist. Under limited supervision, you will perform a full range of moderately difficult administrative activities in a dynamic and rapidly changing environment. In addition to being well organized and methodical, your communication skills will be needed to interact with a variety of people and job functions across the laboratory. This position is in the Computing Principal Associate Directorate Office.

Part-time telecommuting options may be available for this position.

In this role you will

• 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.
• 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.
• 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.
• Coordinate, process, track and manage details for external visitors and collaborators, including verification of security clearances, preparation of agendas, badging, and information dissemination.
• Serve as an administrative team member and assist with special projects in various divisions if needed.
• Perform other duties as assigned.

• Ability to obtain 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 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.

Desired Qualifications

• Familiarity with LLNL’s Policies and Procedures.
• Knowledge of LLNL business applications and processes such as LAPIS, SMART RECRUITERS, LTRAIN, LEAP, TIME, LABI, FTS, VTS and ePay.
• Active Q Clearance.

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

#smartjobs

Position Information

This is a Flexible Term appointment, which is for a definite period not to exceed six years.  If final candidate is a Career Indefinite employee, Career Indefinite status may be maintained (should funding allow).

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

Site 300

Site 300 is an experimental test site operated by LLNL.  Situated on 7,000 acres in rural foothills approximately six miles southwest of downtown Tracy and 15 miles southeast of Livermore, Site 300 hosts approximately 200 employees with expertise in such fields as engineering, chemistry, biology, and environmental restoration. Employees assigned to work at Site 300 may be exposed to the organism that causes San Joaquin Valley Fever (coccidioidomycosis).

Security Clearance

This position requires a Department of Energy (DOE) Q-level clearance.  If you are selected, we will initiate a Federal background investigation to determine if you meet eligibility requirements for access to classified information or matter. Also, all L or Q cleared employees are subject to random drug testing.  Q-level clearance requires U.S. citizenship. 

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.