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Administrative Specialist - ITO Division

Company: Lawrence Livermore National Laboratory
Location: Oakland
Posted on: November 20, 2020

Job Description:

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 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 rapidly changing environment. In addition to being well organized and methodical, your communication skills will be needed to interact with a variety of people and job functions across the laboratory. This position is in the ITO Division of the Computing Directorate. This position will be filled at either the 405.3 or 405.4 level depending on your qualifications. Additional job responsibilities (outlined below) will be assigned if you are selected at the higher level. Essential Duties - 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. - Independently compose correspondence for signature. - Independently schedule appointments, maintain calendars, track action and signature items, ensuring timely flow of paperwork, and verify accuracy prior to submission for approvals. - Coordinate a variety of administrative functions, including independently answering inquiries, making appropriate referrals, following through on requests, and maintaining spreadsheets, files and tracking systems. - Arrange moderately complex domestic and foreign travel and itineraries. - Coordinate internal and external interviews, including preparation of agendas, coordinating schedules, processing foreign national paperwork, badge requests, and information dissemination. - Coordinate, process, track and manage details for external visitors and collaborators, including verification of security clearances, preparation of agendas, badging, and information dissemination. - Serve as an administrative team member and assist with special projects. - Perform other duties as assigned. In Addition at the 405.4 Level - Prepare andor compose administrative material of a sensitive nature for signature. - Interpret institutional and organizational policies and procedures. - Coordinate, select, and compile data from multiple sources for complex reports and presentations. Qualifications - 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. - Excellent interpersonal and communication skills, mature judgment, professionalism, and discretion, necessary to interact effectively with a diverse workforce and represent the Division and Program. - Effective problem-solving and decision-making skills necessary 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. - Intermediate computer skills and experience with programs such as the Microsoft Office Suite, Entrust, Adobe Acrobat, and the ability to learn new software quickly. - Experience working effectively as a team member, as well as independently. In Addition at the 405.4 Level - Advanced experience compiling, tracking, monitoring, resolving, and reporting 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 be self-motivated and flexible, exercising a high degree of discretion and mature judgment in handling business sensitive, as well as personnel interactions. - Excellent customer service skills and advanced writtenverbal communication skills to interact effectively with all level of personnel in a scientific environment. Desired Qualifications - Familiarity with LLNL's Policies and Procedures. - Knowledge of LLNL business applications and processes such as LAPIS, LHIRE, LEAP, LITE, FTS, VTS and ePay. - Familiarity with LLNL's foreign national and foreign travel processes 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) 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. 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 processedgranted. For additional information, please see DOE Order 472.2 . Note This is a Career Indefinite position. Lab employees and external candidates may be considered for this position. 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 applying cutting-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.

Keywords: Lawrence Livermore National Laboratory, Oakland , Administrative Specialist - ITO Division, Other , Oakland, California

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