EIS Division Administrative Specialist

We have an opening for an Administrative Specialist IV. 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 within the Enterprise Infrastructure Services (EIS) Division in the Computing Directorate, supporting the LivIT program.

In this role you will

• 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.
• Represent management in daily matters to gather, clarify and disseminate information and coordinate activities; respond on their behalf on administrative matters to all levels of personnel, both internal and external to the Laboratory.
• Coordinate, select, and compile data from multiple sources for complex reports and presentations.
• Develop and implement spreadsheets and tracking systems to independently track action items, coordinate timely flow of paperwork and check for accuracy and completeness prior to submission to management for approval.
• 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.
• Arrange complex domestic and foreign travel and itineraries for division/project personnel, process reimbursements, and coordinate/track conference travel including TA oversight.
• Serve as a resource and interpret organizational policies and procedures.
• Serve as an administrative team member and assist with organizing employee events, workshops, conferences and other special projects.
•  Perform other duties as assigned.

• Ability to obtain and maintain a US DOE Q-level security clearance which requires U.S. Citizenship.
• Advanced secretarial and 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.
• Experience working under minimal supervision, in a multitask/multi-faceted 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 management, internal and external to the Laboratory.
• Problem-solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems.
• Experience compiling and preparing presentations and editing text for publication and/or high-level distribution.
• 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.
• Advanced computer skills and experience with the Microsoft Office Suite, database and calendaring software, and the ability to learn new software quickly.

Qualifications We Desire

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

#smartjobs

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 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.