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Global Security Events and Outreach Office Administrative Specialist
Administrative | livermore, CA | 04/22/2024
Job Code: 405.4 Administrative Specialist IV
Organization: Global Security
Position Type: Career Indefinite
Security Clearance: Anticipated DOE Q clearance with Sensitive Compartmented Information access (requires U.S. citizenship and a federal background investigation)
Drug Test: Required for external applicant(s) selected for this position (includes testing for use of marijuana)
Medical Exam: Not applicable
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.
Pay Range:
$35.98 - $43.67 Hourly
Please note that the pay range information is a general guideline only. Many factors are taken into consideration when setting starting pay including education, experience, the external labor market, and internal equity.
Job Description
We have an opening for an Administrative Specialist IV in the Events and Outreach Office to work in a dynamic and fast-paced environment within the Global Security’s (GS) Directorate Events and Outreach Office (EOO). You will assist in prioritizing and help execute a diverse administrative workload. You will frequently interact with high-level Laboratory management, LLNS Board of Governors, LLNL Protocol Office, as well as VIP visitors to include officials and representatives from various government agencies, academia, and private sector.
In this role, you will:
- Assist with the day-to-day operations of administrative processes and activities and serve as a point of contact for all administrative action items and requests.
- Coordinate external visits, including verification of security clearances, preparation of agenda, badging, and information dissemination; assist with PAD level visit activities to ensure management of resources and coordination of visits, tours, and badging; actively participate in various meetings.
- Assist with coordinating onsite/virtual meetings, conferences, and events.
- Coordinate, select, and compile data from multiple sources for complex reports and presentations.
- Serve as a resource providing guidance on the interpretation and application of business policies, procedures, and practices; review documentation for adherence to policies and ensure consistency.
- Manage special projects assigned by the GS Events and Outreach Manager (EOM) to achieve organizational goals and objectives. Act as a liaison for the coordination and implementation of these activities, ensuring timelines and compliance of security requirements.
- Assist in clarifying, coordinating, communicating, and disseminating information on behalf of the GS PAD and EOM. Assess and respond to inquiries, prioritize actions, follow-up and ensure resolution on a wide variety of issues.
- Provide administrative support to GS EOM and the GS PAD and Program Managers. Represent management on day-to-day administrative matters to high level internal and external managers.
- Serve as the back up to the GS EOO Manager.
- Perform other duties as assigned.
Qualifications
- 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. You must have the ability to obtain and maintain Sensitive Compartmented Information (SCI) access.
- Advanced experience coordinating administrative projects and/or operational work activities including lab visits, conferences, and/ or off-site meetings.
- Advanced experience with computers and associated software including MS Office applications; experience creating and maintaining spread sheets and developing presentations. Excellent grammar, proofreading and editing skills.
- Advanced analytical, problem-solving, and decision-making skills are necessary to independently identify and recommend appropriate actions and implement solutions to administrative issues.
- Excellent administrative and organizational skills, extremely detail-oriented (acute attention to detail) with experience in independently prioritizing multiple diverse and complex tasks for self and others in a fast-paced environment, with frequent interruptions, while meeting conflicting deadlines.
- Excellent organizational project skills with the ability to understand customer needs and interpret and apply relevant policies and procedures.
- Excellent interpersonal, verbal, and written communication skills with the ability to handle sensitive and confidential issues with tact, discretion, and mature judgment; ability to effectively deal with difficult situations and personnel.
Qualifications we desire
- Proficient experience with LLNL standard software packages (VTS, LEAP, Catering, FTS, etc.). Experience working with CVENT online registration tool.
- Experience working in a scientific or technical program.
- Broad institutional knowledge of the Laboratory’s programs and processes.
Additional Information
All your information will be kept confidential according to EEO guidelines.
#smartjobs
Position Information
This is a Career Indefinite position, open to Lab employees and external candidates.
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. Also, you must have the ability to obtain and maintain Sensitive Compartmented Information (SCI) access. 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.
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.
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