Administrative Coordinator

1 week ago

Livermore, California, United States LLNL Full time
Job Summary

We are seeking an Administrative Specialist to join our team at Lawrence Livermore National Laboratory (LLNL). As an Administrative Specialist, you will perform a full range of moderately difficult administrative activities in a dynamic and rapidly changing environment.

Key Responsibilities
  • 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.
Qualifications
  • 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.
Additional Information

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

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).

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.

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