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 important for continued success of the Laboratory’s mission.

Pay Range

$34.63 - $43.70 Hourly

Please note that the pay range information is a general guideline only. Many factors are taken into consideration when setting starting pay including education, experience, the external labor market, and internal equity.

Job Description

We're looking for an Administrative Specialist to perform a full range of complex and difficult administrative assignments in a dynamic and fast paced environment. This requires flexibility to multi- task as you will encounter frequent interruptions, be tasked with conflicting priorities, and be asked to perform other duties in support of the division. In addition to being well organized and methodical, your strong organization and communications skills will be needed to interact with a variety of people and a multidisciplinary team. This position is in the National Security Engineering Division (NSED) within the Engineering Directorate.

In this role you will

• Serve as a member of the National Security Engineering Division Office administrative staff, represent management in daily matters; serve as a resource and interpret institutional and organizational policies and procedures.
• Support hiring activities to include regular interactions with the NSED Workforce Personnel Team, Hiring Managers, job applicants, and Human Resources (HR) Employment Team.
• Coordinate onsite and/or virtual interviews, including correspondence, agendas, disseminate/gather interview comments and enter evaluations from hiring manager(s).
• Conduct new employee and student presentations.
• Manage complex calendars; independently determine scheduling priorities, committing, and managing time, and coordinating and scheduling of multiple attendees.
• Generate correspondence on own initiative and compose correspondence for management signature that may be sensitive in nature.
• Plan, organize, and coordinate complex meetings, and assist with division/directorate-wide events.
• Coordinate, select, and compile data from multiple sources for complex reports and presentations.
• Establish and maintain tracking spreadsheets, databases, as well as electronic record-keeping systems as required for administrative and operational activities.
• Partner and provide back-up to the division office and to other NSED administrative team members as needed.
• Perform other duties as assigned.

Qualifications

• Ability to obtain and maintain a U.S. DOE Q-level security clearance which requires U.S. Citizenship.
• Experience coordinating and prioritizing high volume requests and multi-faceted internal processes under short, changing deadlines with numerous and frequent interruptions.
• Experience problem-solving and effective decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems.
• Ability to work independently with minimal guidance within a multidisciplinary team.
• Experience coordinating administrative and operational work activities and multi-faceted internal processes for the work unit and/or functional area.
• Effective written and verbal communication skills; organizational skills, attention to detail, accuracy, and follow through.
• Excellent interpersonal, communication and presentation skills, with the ability to handle sensitive and confidential issues with tact, discretion, and mature judgment; ability to effectively deal with difficult situations and personnel.
• Advanced knowledge of computers and experienced using MS Office applications; experience creating and maintaining Excel spreadsheets.
• Experience arranging complex domestic and/or foreign travel.

Qualifications We Desire

• Familiarity with LLNL’s policies and procedures.
• Experience working with LLNL Administrative and other platforms to include Smart Recruiters, CAT, LAPIS, EAM.
• Familiarity with the recruitment life cycle process and working as a liaison with the HR team in support of hiring activities.

Additional Information

Position Information

This is a Career Indefinite position, open to Lab employees and external candidates.

Why Lawrence Livermore National Laboratory?

• Included in 2022 Best Places to Work by Glassdoor!
• Flexible Benefits Package
• 401(k)
• Education Reimbursement Program
• Flexible schedules (*depending on project needs)

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.

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.