Administrative Specialist IV

4 weeks ago

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

Job Description:

We are seeking an experienced Administrative Specialist IV to join our team in the Enterprise Infrastructure Services Division. As a key member of our team, you will provide advanced administrative support to the Division Leader, Deputy Division Leader, and Group Leaders.

Key Responsibilities:

  • Manage complex calendars, including scheduling priorities for management.
  • Represent management in daily matters, gathering, clarifying, and disseminating information, and coordinating activities.
  • 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.

Qualifications:

  • 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, as well as 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.

Preferred Qualifications:

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

Why Lawrence Livermore National Laboratory?

We offer a dynamic and inclusive work environment, with opportunities for professional growth and development. Our team is committed to excellence and innovation, and we are seeking a highly skilled and motivated individual to join our team.

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.

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.

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