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Scholar Program Administrative Coordinator

Associate | Full-time
Administrative | livermore, CA | 01/18/2021

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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 looking for individuals that demonstrate an understanding of working in partnership with team peers, who engage, advocate, and contribute to building an inclusive culture, and provide expertise to solve challenging problems.

Job Description

We have an opening for an Administrative Coordinator. You will perform a combination of complex and difficult administrative assignments with multiple components, requiring independent judgment and follow through, resolving complex issues, formulating recommendations, and establishing procedures. This position is located in the Scholar Program within the Computing Directorate.

In this role you will

  • Gather, compile, and process scholar and faculty hires and complete Academic Cooperation  Program paperwork; this includes processing student foreign national paperwork, as well as partnering with the LLNL Immigration office to assist with visa submissions.
  • Process Personnel Action System (PAS) transactions and Telecommuting Agreements.
  • Provide advanced administrative support to 100+ mentors and students;  independently help resolve issues and provide guidance with policy and procedures pertaining to the program.
  • Independently host weekly onboarding presentation sessions for incoming students virtually and/or in-person to provide students with onboarding information and expectations of the Computing Directorate.
  • Review, prioritize, and disseminate incoming sensitive inquiries and make appropriate referrals where required.
  • Represent management in daily matters to gather, clarify, and disseminate information and coordinate activities.
  • Maintain internal office practices, procedures, and databases.
  • Generate correspondence on own initiative and compose correspondence for management’s signature.
  • Perform other duties as assigned.

Qualifications

  • Advanced administrative skills, knowledge and experience including accurate keyboarding, editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods.
  • Experience maintaining effective working relationships with internal and external  customers  and team members in a fast-paced service environment.
  • Experience interpreting policies and procedures.
  • Experience managing a database (FileMaker Pro, Microsoft Access, Salesforce, etc.)
  • Advanced computer skills, analytical skills, and experience reporting complex data proficiency using Microsoft Office applications, e-mail, and calendaring applications.
  • Experience prioritizing multiple tasks in a high paced environment with frequent interruptions, changing priorities, and short deadlines while maintaining attention to detail and accuracy.
  • Advanced verbal and written communication skills to effectively explain complex benefits, and policies and procedures to employees, applicants and mentors.
  • Demonstrated problem-solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems.
  • Experience leading projects to completion.

Qualifications We Desire

  • Experience working with, and an understanding of DOE regulations and LLNL procedures regarding foreign national employees and/or collaborations.
  • Experience with LHire, LAPIS, LTRAIN, LITE, and VTS.
  • Experience with public speaking

Additional Information

Why Lawrence Livermore National Laboratory?

  • Included in 2020 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.  Most positions will require a DOE L or Q clearance (please reference Security Clearance requirement).  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.  An L or Q 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 processed/granted.  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.

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