17 days old

Administrative Specialist IV - Energy and Homeland Security Program

Lawrence Livermore National Laboratory
Livermore, CA 94550

Join us and make YOUR mark on the World!

Come join Lawrence Livermore National Laboratory (LLNL) where we apply science and technology to make the world a safer place; now one of 2020 Best Places to Work by Glassdoor!

We are looking for two Administrative Specialist IV professionals to support the growing Energy and Homeland Security (E) Program in the Global Security Principal Associate Directorate. You will collaborate and partner with the Program Leader, Associate Program Leaders, and technical staff members in Energy Security Program or the Defense Systems and Infrastructure Protection Program. Under limited supervision, you will perform a wide range of advanced and complex administrative assignments, typically coordinating activities with multiple components, in a dynamic, evolving, and fast-paced team environment. You will also have frequent interactions with high-level personnel both internal and external to the Laboratory.

Essential Duties
- Represent management in administrative matters and serve as a daily resource; respond on their behalf to staff and management both internal and external to the Laboratory to gather, clarify and disseminate information and coordinate activities.
- Manage complex calendars; independently determine scheduling priorities, committing and managing time, and coordinating and scheduling of multiple attendees. Screen telephone calls and independently answer routine inquiries, make referrals, and follow through on requests.
- Organize and coordinate on-site and off-site meetings, small conferences, and/or training courses, including preparation of agenda, meeting location selection, badging, passing and/or verification of security clearances, information dissemination, and following foreign national hosting guidelines.
- Arrange local, domestic, and foreign travel with dynamic itineraries, including group travel, submitting all travel approvals, booking transportation and lodging arrangements, and submission of expense reports.
- Coordinate, select, and compile complex data from multiple sources for correspondence, complex reports and presentations.
- Assist technical staff members with tracking monthly reporting, sponsor deliverables, and project budgets.
- Serve as a resource and interpret institutional, directorate and division organizational policies and procedures.
- Perform other duties as assigned.

Qualifications
- Advanced secretarial and administrative experience, with accurate keyboarding, editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods.
- Effective organizational skills, attention to detail, accuracy, and follow through. Experience working under minimal supervision, in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions.
- Advanced customer service skills and advanced written and verbal communication skills necessary to interact effectively with a diverse workforce and represent the organization with all levels of management, internal and external to LLNL, using tact, diplomacy, and discretion.
- Problem-solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems.
- Self-motivated and flexible in accepting and learning new assignments while exercising a high degree of discretion and mature judgment in handling business sensitive information, as well as personnel interactions.
- Advanced computer skills and experience with the Microsoft Office Suite, Adobe Acrobat, and the ability to learn new software quickly.
- Experience working effectively as a team member as well as independently.

Desired Qualifications
- Understanding and experience with institutional business processes and procedures for hosting visitors and coordinating on-site and off-site small conferences and large meetings, including CVENT.
- Knowledge and understanding of foreign national hosting responsibilities, processes and procedures.
- Understanding of classified matter protection and control policies and procedures.

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.

Security Clearance: This position requires a Department of Energy (DOE) L-level clearance.

If you are selected, we will initiatea Federal background investigation to determine if youmeet eligibility requirements for access to classified information or matter. In addition, all L or Q cleared employees are subject to random drug testing. L-level clearance requires U.S. citizenship. If you hold multiple citizenships (U.S. and another country), you may be required to renounce your non-U.S. citizenship before a DOE L or Q clearance will be processed/granted.

Note: This listing has two openings; these are Career Indefinite positions. Lab employees and external candidates may be considered for these positions.

About Us

Lawrence Livermore National Laboratory (LLNL), located in the San Francisco Bay Area (East Bay), is a premier applied science laboratory that is part of the National Nuclear Security Administration (NNSA) within the Department of Energy (DOE). LLNL's mission is strengthening national security by developing and applyingcutting-edge science, technology, and engineering that respond with vision, quality, integrity, and technical excellence to scientific issues of national importance. The Laboratory has a current annual budget of about $2.3 billion, employing approximately 6,900 employees.

LLNL is an affirmative action/ equal opportunity employer. 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, protected veteran status, age, citizenship, or any other characteristic protected by law.

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Posted: 2020-03-12 Expires: 2020-04-11

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Administrative Specialist IV - Energy and Homeland Security Program

Lawrence Livermore National Laboratory
Livermore, CA 94550

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