30 days old

Administrative Assistant- Engineering Support

Lawrence Livermore National Laboratory
Livermore, CA 94550

We have an opening for a Administrative Assistant- Engineering Support to work under limited supervision and provide a broad set of responsibilities related to Engineering Design Reviews and documentation in the Enterprise Lifecycle Management (ELM) application. You will perform a combination of difficult and complex administrative and task-oriented functions with multiple components and conflicting priorities, which require independent judgment and follow through. This role requires extensive calendaring and coordination with Design Review Chairs and Responsible Individuals (RIs) with a high-volume of tracking and manipulating data in Microsoft Excel to include charts and pivot tables, therefore we are seeking an Excel expert who has the ability to learn technical engineering terminology. This position is in the Laser Systems Engineering and Operations (LSEO) Division within the Engineering Directorate.

In this role, you will

  • Serve as Administrative contact for the Engineering Directorate and National Ignition Facility & Photon Science (NIF) Directorate's Integrated Product Review Board (IPRB) also known as design reviews.
  • Have responsibility to coordinate schedules including complex calendaring; independently determine scheduling priorities, committing and managing time, and coordinating and scheduling of multiple attendees in WebEx meetings or onsite conference rooms or auditoriums.
  • Responsible for the preparing plots, charts, and slides for the monthly senior manager's review meeting.
  • Independently prepare project technical documentation, edit, perform data gathering, and coordinate internal and/or external document comments/reviews in Microsoft Office Excel, Word, PowerPoint, and Adobe Acrobat Pro DC.
  • Track action items, establish and maintain databases, spreadsheets, tracking and filing systems; coordinate timely flow of paperwork, checking for accuracy and completeness prior to submission for approval.
  • Ensure action items are completed by the required due date, and proactively follow-up on any outstanding items.
  • Have responsibility for processing a variety of reports, documents, hoisting permits, and procedures, and attaining all their supporting files. Perform search and retrieval activities of electronically managed information, using database applications and physical document searches in local record storage areas, to locate archival records in support of engineers and mechanical technicians.
  • Have responsibility for creating and distributing minutes in the monthly University Recruitment Work Group meeting and updating recruiting metrics.
  • May also serve as additional support in the areas of document control or information management.
  • Perform other duties as assigned.

  • Ability to obtain and maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship.
  • Significant compiling, tracking, monitoring, resolving, and reporting complex 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.
  • Ability to work independently, interpreting and applying instructions and procedures; advanced organizational skills and attention-to-detail; experience coordinating multiple work activities; experience identifying and implementing process improvements as needed.
  • Ability to be flexible and adaptable to changing priorities, as well as work a flexible schedule to accommodate onsite visits, meetings, and events.
  • Advanced problem-solving and advanced decision-making skills to anticipate, identify, and independently work through appropriate actions and solutions to complex administrative problems with a high consequence of error.
  • Extensive experience formatting documents that may include scientific or technical text utilizing templates, applying advanced software skills (Microsoft Office Excel, Word, PowerPoint, and Adobe Acrobat Pro DC), with accurate keyboarding, editing, grammar, and proofreading skills.
  • Proven experience in pivot tables, charts, and data interpretation from spreadsheets.
  • Excellent customer service skills and advanced written and verbal communication skills to interact effectively with all levels of personnel in a diverse scientific workforce using tact and discretion.

Qualifications We Desire

  • Previous experience providing administrative support to technical or engineering teams is highly desired.
  • Working knowledge of Laboratory policies and procedures.
  • Working knowledge of the Enterprise Lifecycle Management (ELM) application

Why Lawrence Livermore National Laboratory?

  • Included in 2021 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

LLNL is a Department of Energy (DOE) and National Nuclear Security Administration (NNSA) Laboratory. Some positions will require a DOE L or Q clearance (please reference Security Clearance requirement above). If you are selected and a clearance is required, 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. An L or Q 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 affirmative action and equal opportunity employer that values and hires a diverse workforce. 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.

If you need assistance and/or 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.

Position Information

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

\n

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.

\n

COVID-19 Vaccination Mandate

LLNL demonstrates its commitment to public safety by requiring that all new Laboratory employees be immunized against COVID-19 unless granted an accommodation under applicable state or federal law. This requirement will apply to all new hires including those who will be working on site, as well as those who will be teleworking.

\n

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.

\n

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.

\n

Equal Employment Opportunity

LLNL is an affirmative action and equal opportunity employer that values and hires a diverse workforce. 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.

If you need assistance and/or a reasonable accommodation during the application or the recruiting process, please submit a request via our online form.

\n

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.

"}}},"active":true,"industry":{"id":"research","label":"Research

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.

"},"jobDescription":{"title":"Job Description","text":"

We have an opening for a Administrative Assistant- Engineering Support to work under limited supervision and provide a broad set of responsibilities related to Engineering Design Reviews and documentation in the Enterprise Lifecycle Management (ELM) application. You will perform a combination of difficult and complex administrative and task-oriented functions with multiple components and conflicting priorities, which require independent judgment and follow through. This role requires extensive calendaring and coordination with Design Review Chairs and Responsible Individuals (RIs) with a high-volume of tracking and manipulating data in Microsoft Excel to include charts and pivot tables, therefore we are seeking an Excel expert who has the ability to learn technical engineering terminology. This position is in the Laser Systems Engineering and Operations (LSEO) Division within the Engineering Directorate.

In this role, you will

  • Serve as Administrative contact for the Engineering Directorate and National Ignition Facility & Photon Science (NIF) Directorate's Integrated Product Review Board (IPRB) also known as design reviews.
  • Have responsibility to coordinate schedules including complex calendaring; independently determine scheduling priorities, committing and managing time, and coordinating and scheduling of multiple attendees in WebEx meetings or onsite conference rooms or auditoriums.
  • Responsible for the preparing plots, charts, and slides for the monthly senior manager's review meeting.
  • Independently prepare project technical documentation, edit, perform data gathering, and coordinate internal and/or external document comments/reviews in Microsoft Office Excel, Word, PowerPoint, and Adobe Acrobat Pro DC.
  • Track action items, establish and maintain databases, spreadsheets, tracking and filing systems; coordinate timely flow of paperwork, checking for accuracy and completeness prior to submission for approval.
  • Ensure action items are completed by the required due date, and proactively follow-up on any outstanding items.
  • Have responsibility for processing a variety of reports, documents, hoisting permits, and procedures, and attaining all their supporting files. Perform search and retrieval activities of electronically managed information, using database applications and physical document searches in local record storage areas, to locate archival records in support of engineers and mechanical technicians.
  • Have responsibility for creating and distributing minutes in the monthly University Recruitment Work Group meeting and updating recruiting metrics.
  • May also serve as additional support in the areas of document control or information management.
  • Perform other duties as assigned.
"},"qualifications":{"title":"Qualifications","text":"
  • Ability to obtain and maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship.
  • Significant compiling, tracking, monitoring, resolving, and reporting complex 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.
  • Ability to work independently, interpreting and applying instructions and procedures; advanced organizational skills and attention-to-detail; experience coordinating multiple work activities; experience identifying and implementing process improvements as needed.
  • Ability to be flexible and adaptable to changing priorities, as well as work a flexible schedule to accommodate onsite visits, meetings, and events.
  • Advanced problem-solving and advanced decision-making skills to anticipate, identify, and independently work through appropriate actions and solutions to complex administrative problems with a high consequence of error.
  • Extensive experience formatting documents that may include scientific or technical text utilizing templates, applying advanced software skills (Microsoft Office Excel, Word, PowerPoint, and Adobe Acrobat Pro DC), with accurate keyboarding, editing, grammar, and proofreading skills.
  • Proven experience in pivot tables, charts, and data interpretation from spreadsheets.
  • Excellent customer service skills and advanced written and verbal communication skills to interact effectively with all levels of personnel in a diverse scientific workforce using tact and discretion.

Qualifications We Desire

  • Previous experience providing administrative support to technical or engineering teams is highly desired.
  • Working knowledge of Laboratory policies and procedures.
  • Working knowledge of the Enterprise Lifecycle Management (ELM) application

Categories

Posted: 2022-04-28 Expires: 2022-05-28

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Administrative Assistant- Engineering Support

Lawrence Livermore National Laboratory
Livermore, CA 94550

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