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Work Planning and Control Administrative Specialist

2 months ago

Livermore, California, United States Lawrence Livermore National Laboratory Full time
Job Summary

We are seeking an experienced Administrative Specialist to join our Environment Safety and Health (ES&H) team at Lawrence Livermore National Laboratory. As an Administrative Specialist, you will provide advanced and complex administrative support in a fast-paced environment with frequent interruptions and conflicting priorities.

Key Responsibilities
  • Represent management in 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.
  • Serve as a resource and interpret institutional, directorate and organizational policies and procedures.
  • Coordinate and support personnel activities including, but not limited to interviews, personnel transactions, clearances, visits, timekeeping, onboarding, performance appraisals, travel, expense reports, training, document coordination, etc.
  • Generate correspondence on own initiative and compose correspondence for management's signature. Compile complex information and develop presentations, scientific reports including graphs, charts, tables and graphics, and documents of a highly sensitive nature.
  • Independently assess and respond to inquiries, prioritize actions, follow-up and ensure resolution on a wide variety of issues.
  • Manage complex calendars; independently determine scheduling priorities, committing, and managing time, and coordinating and scheduling of multiple attendees.
  • Support Work Planning and Control Functional Area Manager and staff; including but not limited to scheduling work planner qualification courses, forums and subject matter expert briefings.
  • Perform other duties as assigned.
Requirements
  • Ability to secure and maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship.
  • Advanced administrative experience with accurate keyboarding, professional command of grammar, proficient editing skills, and a high-level of attention to detail.
  • Experience tracking large numbers of tasks / documents utilizing status spreadsheets.
  • Advanced organizational skills and experience working under minimal supervision, with the ability to independently determine and set priorities and goals in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions.
  • Advanced communication and interpersonal skills necessary to interact effectively with a diverse workforce and all levels of management.
  • Advanced computer skills and experience with Microsoft Office Suite, Adobe Acrobat, cloud-based system and the ability to learn new software quickly.
  • Problem-solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems.
  • Ability to be self-motivated and flexible, exercising a high degree of discretion and mature judgment in handling business sensitive information, as well as personnel interactions.
  • Experience arranging complex domestic travel and processing expense reports.
  • Experience working effectively as a team member as well as independently.
Preferred Qualifications
  • Experience processing documents through the Information Management system for review and release.
  • Knowledge of Work Planning and Control processes and procedures.

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/about/core-beliefs
  • Employee engagement - visit https://www.llnl.gov/about/employee-engagement

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.

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/careers/recruitment-scams

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.