20 days old

NIF User Office Administrative Specialist

Lawrence Livermore National Laboratory
Livermore, CA 94550

We have an opening for a Senior Administrative Specialist.  You will perform a full range of advanced and complex administrative assignments in a dynamic and fast-paced environment with frequent interruptions and conflicting priorities, including managing activities to successfully execute the National Ignition Facility's (NIF) User office conferences and events. This position is in the NIF User Office organization supporting the NIF User Office Director, technical and administrative staff within the NIF and Photon Science Principal Directorate.

In this role you will

  • Represent management and serve as a resource in daily routine administrative matters; prepare, review, and/or compose complex administrative materials independently for management signature including tracking action items and ensuring timely flow of paperwork.
  • Gather information from various sources, compile data, and prepare complex reports and presentations as well as establish and maintain multifaceted databases, spreadsheets, files, and tracking systems. Arrange domestic and international travel involving complex itineraries and changing priorities; process expense reports; take initiative to resolve issues.
  • Independently answer inquiries, make appropriate referrals, follow through on requests; review, prioritize, and disseminate incoming mail
  • Coordinate and support high-level Review Panels, annual NIF User Group meeting and organizing User Forums. This includes preparing agendas, collecting presentations, correspondence, and facilitating online meetings.
  • Independently schedule appointments and maintain complex calendars.
  • Coordinate internal and external visits, including preparation of agendas, coordinating schedules, coordinating interviews and seminars, foreign national paperwork, badge requests, incoming and outgoing clearance transfers, and information dissemination.
  • Interpret institutional and organizational policies and document departmental procedures for reference guide as well as developing and implementing new techniques and procedures as appropriate under minimal supervision.
  • Perform other duties as assigned.

  • Ability to obtain and maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship.
  • Administrative knowledge and experience including accurate keyboarding, editing, grammar, and proofreading skills; intermediate knowledge of office procedures, techniques, and methods.
  • Experience working under minimal supervision to coordinate multiple, frequently shifting work activities, workflow and multi-faceted processes for a service operations/customer service area, including ability to lead administrative projects.
  • Effective communication and strong interpersonal skills necessary to interact with a diverse workforce and represent the organization with all levels of management, internal and external to the Laboratory, using tact, diplomacy, and discretion.
  • Advanced computer skills and experience with the Microsoft Office Suite, database and calendaring software, and the ability to learn new software quickly.
  • Advanced organizational skills to manage and complete complex projects, including the coordination of multiple activities and the ability to independently determine and set priorities and goals.
  • Ability to be flexible and discreet in handling sensitive and complex issues, and experience working effectively as a team member as well as independently under minimal supervision in an environment with frequent interruptions and changing deadlines, instructions, and priorities.
  • Advanced knowledge of office procedures, techniques, and methods, including effective problem solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex and difficult administrative problems.

Qualifications we desire

  • Knowledge of LLNL administrative policies, procedures, techniques, and methods.
  • Experience with Salesforce applications software
  • Experience with the Laboratory's FTS, VTS, LITE, LEAP, LAPIS, LTRAIN, Cliqbook, ePay, and eCaps systems.
  • Experience working in a classified environment and handling classified documents.

All your information will be kept confidential according to EEO guidelines.

Position Information

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

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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

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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.

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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

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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.

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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

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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 Senior Administrative Specialist.  You will perform a full range of advanced and complex administrative assignments in a dynamic and fast-paced environment with frequent interruptions and conflicting priorities, including managing activities to successfully execute the National Ignition Facility's (NIF) User office conferences and events. This position is in the NIF User Office organization supporting the NIF User Office Director, technical and administrative staff within the NIF and Photon Science Principal Directorate.

In this role you will

  • Represent management and serve as a resource in daily routine administrative matters; prepare, review, and/or compose complex administrative materials independently for management signature including tracking action items and ensuring timely flow of paperwork.
  • Gather information from various sources, compile data, and prepare complex reports and presentations as well as establish and maintain multifaceted databases, spreadsheets, files, and tracking systems. Arrange domestic and international travel involving complex itineraries and changing priorities; process expense reports; take initiative to resolve issues.
  • Independently answer inquiries, make appropriate referrals, follow through on requests; review, prioritize, and disseminate incoming mail
  • Coordinate and support high-level Review Panels, annual NIF User Group meeting and organizing User Forums. This includes preparing agendas, collecting presentations, correspondence, and facilitating online meetings.
  • Independently schedule appointments and maintain complex calendars.
  • Coordinate internal and external visits, including preparation of agendas, coordinating schedules, coordinating interviews and seminars, foreign national paperwork, badge requests, incoming and outgoing clearance transfers, and information dissemination.
  • Interpret institutional and organizational policies and document departmental procedures for reference guide as well as developing and implementing new techniques and procedures as appropriate under minimal supervision.
  • 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.
  • Administrative knowledge and experience including accurate keyboarding, editing, grammar, and proofreading skills; intermediate knowledge of office procedures, techniques, and methods.
  • Experience working under minimal supervision to coordinate multiple, frequently shifting work activities, workflow and multi-faceted processes for a service operations/customer service area, including ability to lead administrative projects.
  • Effective communication and strong interpersonal skills necessary to interact with a diverse workforce and represent the organization with all levels of management, internal and external to the Laboratory, using tact, diplomacy, and discretion.
  • Advanced computer skills and experience with the Microsoft Office Suite, database and calendaring software, and the ability to learn new software quickly.
  • Advanced organizational skills to manage and complete complex projects, including the coordination of multiple activities and the ability to independently determine and set priorities and goals.
  • Ability to be flexible and discreet in handling sensitive and complex issues, and experience working effectively as a team member as well as independently under minimal supervision in an environment with frequent interruptions and changing deadlines, instructions, and priorities.
  • Advanced knowledge of office procedures, techniques, and methods, including effective problem solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex and difficult administrative problems.

Qualifications we desire

  • Knowledge of LLNL administrative policies, procedures, techniques, and methods.
  • Experience with Salesforce applications software
  • Experience with the Laboratory's FTS, VTS, LITE, LEAP, LAPIS, LTRAIN, Cliqbook, ePay, and eCaps systems.
  • Experience working in a classified environment and handling classified documents.

Categories

Posted: 2022-06-16 Expires: 2022-07-16

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NIF User Office Administrative Specialist

Lawrence Livermore National Laboratory
Livermore, CA 94550

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