Administrative Specialist - Active Security Clearance Required

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 essential to innovation and creativity for continued success of the Laboratory’s mission.

Job Description

The Weapons and Complex Integration Principal Directorate (WCI) has an opening for an Administrative Specialist III/IV to support the Events Administrator and the US-UK Office. This position will interact with all levels of management both internal and external to the Laboratory, to include the United Kingdom, NNSA/DOE, and DoD communities. The position encompasses a full range of moderately difficult to complex administrative assignments in a rapidly changing environment with critical deadlines and conflicting priorities requiring a high degree of flexibility, discretion, and tact in handling extremely sensitive and/or classified information.

This position will be filled at either level based on knowledge and related experience as assessed by the hiring team. Additional job responsibilities (described below) will be assigned if you are selected at the higher level.

In this role you will

• This position requires and active Department of Energy (DOE) Q-level clearance or active Top-Secret clearance issued by another U.S. government agency at the time of hire.
• Represent management daily to gather, clarify, communicate, and disseminate information and coordinate activities; respond to administrative matters to all levels of management, both internal and external to the laboratory on managements behalf.
• Coordinate all internal and external WCI/US-UK visits, including verification of security clearances, preparation of agendas, badging, and information dissemination.
• Assist with planning, organizing, and coordinating complex technical meetings with high-level management, classified, and unclassified content, internal and external to LLNL as well as international.
• Establish and maintain databases, spreadsheets, and tracking/filing systems.
• Initiate, compile, and compose miscellaneous correspondence for signature.
• Independently assess, respond, and prioritize inquiries for action, follow-up and ensure resolution on a wide range of issues.
• Serve as a resource and interpret organization policies and procedures.
• Develop and implement plans to promote culture, diversity, equity and inclusion.
• Perform other duties as assigned.

Additional job responsibilities at the 405.4 Level:

• Take initiative to generate and compose correspondence for management signature which may be sensitive in nature and applies the need-to-know.
• Act as a back-up to the WCI Events Administrator.
• Act as a back-up to the US-UK Office Administrator.
• Plan, organize, and coordinate on-site/virtual meetings, conferences, and events.
• Manage several complex calendars; independently determine scheduling priorities and time commitments.

Qualifications

• This position requires an active Department of Energy (DOE) Q-level clearance or active Top-Secret clearance issued by another U.S. government agency at the time of hire.
• Secretarial and administrative experience with accurate keyboarding, editing, use of grammar, and proofreading.
• High attention to detail, accuracy, and follow through.
• Experience working effectively under limited supervision in an environment with frequent interruptions, changing deadlines, instructions, and priorities.
• Demonstrated advanced organizational skills, including the coordination of multiple activities and the ability to independently determine priorities and goals with limited task definition.
• Demonstrated communication and interpersonal skills necessary to interact effectively with a diverse workforce, all levels of staff, and management.
• Ability to be self-motivated and flexible, exercising a high degree of discretion and mature judgment in handling business sensitive and/or classified information.
• Experience arranging complex domestic and foreign travel.
• Effective computer experience (PC) with applications such as Microsoft Office Suite, FileMaker Pro, Visio, Adobe Acrobat, and the ability to learn new software.
• Demonstrated leadership and commitment to diversity and fostering an inclusive and equitable organization.

Additional qualifications at the 405.4 Level:

• Significant experience creating, editing, tracking, compiling, monitoring, and updating procedures and large documents.
• Effective problem-solving and decision-making skills necessary to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems.
• Demonstrated advanced customer service skills and advanced written and verbal communication skills to interact with all levels of personnel in a scientific environment.

Qualifications We Desire

• Experience working with classified information.
• Experience working in a scientific or technical program.
• Experience using Cvent Event Management web-based application.
• Experience using FilemakerPro database.
• Familiarity with LLNL webinar applications (e.g., Webex and MS Teams), VTC reservation process, and open and closed side team collaboration/sharing platforms (e.g., Sharepoint, DMS, server foldering, etc.).

Additional Information

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.

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.

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.

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.

Security Clearance

This position requires an active Department of Energy (DOE) Q-level clearance or active Top Secret clearance issued by another U.S. government agency at time of hire. 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.

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.