Company Description

Join us and make YOUR mark on the World!

Are you interested in joining some of the brightest talent in the world to strengthen the United States’ security? Come join Lawrence Livermore National Laboratory (LLNL) where our employees apply their expertise to create solutions for BIG ideas that make our world a better place.

We are committed to a diverse and equitable workforce with an inclusive culture that values and celebrates the diversity of our people, talents, ideas, experiences, and perspectives. This is essential to innovation and creativity for continued success of the Laboratory’s mission.

Job Description

We have an opening for a Administrative Specialist to work under limited supervision, perform a full range of moderately difficult secretarial and task-oriented administrative assignments in a dynamic and fast paced environment with frequent interruptions and conflicting priorities. This position is in the Weapons and Complex Integration (WCI) Directorate.

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

• Represent management and serve as a resource in daily routine matters; serve as a resource on organizational policies and procedures.
• Gather information from various sources, compile data and prepare complex reports and presentations.
• Independently compose correspondence for signature.
• Screen telephone calls, independently answer inquiries, make appropriate referrals, follow through on requests; review, prioritize and disseminate incoming mail.
• Independently schedule appointments and maintain calendars.
• Establish and maintain databases, spreadsheets and tracking/filing systems.
• Coordinate external visits, including verification of security clearances, preparation of agenda, badging, and information dissemination.
• Arrange travel and itineraries.
• Promote and support plans to promote diversity, equity, and inclusion within the program.
• Perform other duties as assigned.

Additional job responsibilities at the 405.4 level

• Compose administrative material of a sensitive nature for signature.
• Interpret institutional and organizational policies and procedures.
• Manage complex calendars; independently determine scheduling priorities, committing and managing time, and coordinating and scheduling of multiple attendees.

Qualifications

• Ability to secure and maintain a U. S. DOE Q-level security clearance which requires U.S. citizenship.
• 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, attention to detail, accuracy and follow through.
• Experience working under limited supervision, in an environment of rapidly changing priorities, deadlines, and frequent interruptions.
• Effective 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 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 calendaring software, and the ability to learn new software quickly.
• Demonstrated ability/commitment to valuing diversity, equity, and inclusion principles in the workplace.
• Experience arranging domestic and/or foreign travel.

Additional qualifications at the 405.4 level

• Advanced 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.
• 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.
• Demonstrated advanced customer service skills and advanced written and verbal communication skills to interact effectively with all level of personnel in a scientific environment.

Additional Information

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

Position Information

This is a Career Indefinite position. Lab employees and external candidates may be considered for this position.

Why Lawrence Livermore National Laboratory?

• Included in 2022 Best Places to Work by Glassdoor!
• Work for a premier innovative national Laboratory
• Comprehensive Benefits Package
• Flexible schedules (*depending on project needs)
• Collaborative, creative, inclusive, and fun team environment

Learn more about our company, selection process, position types and security clearances by visiting our Career site.

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. In addition, all L or Q cleared employees are subject to random drug testing. Q-level clearance requires U.S. citizenship. For additional information, please see DOE Order 472.2.

Pre-Employment Drug Test

External applicant(s) selected for this position will be required to 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.

Pre-Placement Medical Exam

A job related pre-placement medical examination may be required.

Equal Employment Opportunity

LLNL is an equal opportunity employer that is committed to providing candidates and employees with a work environment free of discrimination and harassment. We value and hire a diverse workforce as it is a vital component of our culture and success. 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.

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

Reasonable Accommodation

At LLNL, 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 submit a request via our online form.

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.