Administrative Specialist - Computing/CASC

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

$31.33 - $38.03 hourly

This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting. An employee’s position within the salary range will be based on several factors including, but not limited to, specific competencies, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, and business or organizational needs.

Job Description

We have an opening for an Administrative Specialist. Under limited supervision, you will perform a full range of moderately difficult administrative activities in a dynamic and fast-paced environment with frequent interruptions and conflicting priorities which require independent judgment and follow through. This position is in the Center for Applied Scientific Computing (CASC) Division in the Computing Directorate.

In this role you will

• Serve as a resource in day-to-day administrative matters to all levels of management, both internal and external to the Laboratory, and respond on their behalf to gather, clarify and disseminate information and coordinate activities;
• Coordinate internal and external interviews which includes preparation of agendas, coordinating schedules, arranging travel, badge requests, and information dissemination;
• Process and track foreign national paperwork, including visit/assignment requests, renewals, and Temporary Escorted Building Access (TEBA) requests;
• Arrange moderately complex domestic and foreign travel and itineraries;
• Coordinate, select, and compile data from multiple sources for moderately complex reports and presentations;
• Track action items; coordinate timely flow of paperwork, checking for accuracy and completeness prior to submission for approval;
• Serve as a resource to provide information on organizational policies and procedures;
• Work collaboratively as part of the Computing Directorate administrative team; perform additional administrative tasks and assist with special projects as needed.

Qualifications

• Ability to obtain and maintain a US DOE Q-level security clearance which requires U.S. Citizenship;
• Administrative knowledge and experience including accurate keyboarding, editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods;
• Effective organizational skills with experience working under limited supervision, prioritizing multiple tasks with frequent interruptions and critical deadlines, while showing flexibility, attention to detail, discretion, tact, and accuracy;
• Effective problem-solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to moderately difficult administrative problems;
• Ability to coordinate multiple activities and independently determine and set priorities and goals;
• Excellent interpersonal and communication skills, mature judgment, professionalism, and discretion, necessary to interact effectively with a diverse workforce and represent the Division;
• Intermediate computer skills and experience with the Microsoft Office Suite and database and calendaring software, and the ability to learn new software quickly.

Desired Qualifications

• Familiarity with LLNL policies, procedures, and business applications;
• Familiarity with foreign national visa documentation.

Additional Information

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

Position Information

This is a Flexible Term appointment, which is for a definite period not to exceed six years. If final candidate is a Career Indefinite employee, Career Indefinite status may be maintained (should funding allow).

Why Lawrence Livermore National Laboratory?

• Included in 2024 Best Places to Work by Glassdoor!;
• Flexible Benefits Package;
• 401(k);
• Education Reimbursement Program;
• Flexible schedules (*depending on project needs);
• Inclusion, Diversity, Equity and Accountability (IDEA) - visit https://www.llnl.gov/diversity;
• Our core beliefs - visit https://www.llnl.gov/diversity/our-values;
• Employee engagement - visit https://www.llnl.gov/diversity/employee-engagement.

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.

Wireless and Medical Devices

Per the Department of Energy (DOE), Lawrence Livermore National Laboratory must meet certain restrictions with the use and/or possession of mobile devices in Limited Areas. Depending on your job duties, you may be required to work in a Limited Area where you are not permitted to have a personal and/or laboratory mobile device in your possession. This includes, but not limited to cell phones, tablets, fitness devices, wireless headphones, and other Bluetooth/wireless enabled devices.

If you use a medical device, which pairs with a mobile device, you must still follow the rules concerning the mobile device in individual sections within Limited Areas. Sensitive Compartmented Information Facilities require separate approval. Hearing aids without wireless capabilities or wireless that has been disabled are allowed in Limited Areas, Secure Space and Transit/Buffer Space within buildings.

How to identify fake job advertisements

Please be aware of recruitment scams where people or entities are misusing the name of Lawrence Livermore National Laboratory (LLNL) to post fake job advertisements. LLNL never extends an offer without a personal interview and will never charge a fee for joining our company. All current job openings are displayed on the Career Page under “Find Your Job” of our website. If you have encountered a job posting or have been approached with a job offer that you suspect may be fraudulent, we strongly recommend you do not respond.

To learn more about recruitment scams: https://www.llnl.gov/sites/www/files/2023-05/LLNL-Job-Fraud-Statement-Updated-4.26.23.pdf

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.