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Part-Time Administrative Specialist - ACTIVE SECURITY CLEARANCE REQUIRED

Entry Level | Part-time
Administrative | livermore, CA | 10/15/2021

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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 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

We have an opening for an Administrative Specialist III/IV. Under limited supervision, you will perform a full range of advanced, complex and difficult secretarial and administrative assignments in support of the Weapons and Complex Integration (WCI) Events Administrator in a dynamic and fast-paced environment with frequent interruptions and conflicting priorities requiring a high degree of flexibility, discretion, and tact in handling extremely sensitive and/or classified information. The Events Office was built to manage and develop processes for all of WCI high level VIP visits, conferences, and events. Interactions with the highest levels of LLNL management and the LLNS Board of Governors, LLNL Protocol Office, as well as senior managers at external organizations such as the UC Laboratory Management Office, the NNSA/DOE Laboratory Site Office (LSO) and DOE Headquarters, other laboratories in the DOE complex, Department of Defense (DoD), Intelligence Community (IC), Congressional Staff, Military, Academia, local community, and private industry. This position is funded at 50% time. The successful candidate will be required to secure the remaining 50% funding within WCI (or continue on current WCI Funding) or work part-time. This position is in the WCI Principal Associate Director’s (PAD) Office.

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.

In this role you will

  • Represent management in daily matter to gather, clarify, communicate, and disseminate information and coordinate activities; respond on their behalf on administrative matters to all levels of management, both internal and external to the Laboratory.
  • Coordinate external visits, including verification of security clearances, preparation of agenda, badging, and information dissemination.
  • Assist with coordinating onsite/virtual meetings, conferences, and events.
  • Coordinate, select, and compile data from multiple sources for reports and presentations.
  • Serve as a resource and interpret organizational policies and procedures.
  • Establish and maintain databases, spreadsheets and tracking/filing systems.
  • Assess and respond to inquiries, prioritize actions, follow-up and ensure resolution on a wide variety of issues independently.
  • Perform other duties as assigned.

Additional responsibilities at the 405.4 Level:

  • Generate correspondence on own initiative and compose correspondence for management signature which may be sensitive in nature.
  • Plan, organize, and coordinate onsite/virtual meetings, conferences, and events.
  • Act as a back-up to WCI Events Administrator.
  • Manage complex and confidential calendars, which includes independently determining scheduling priorities.

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 knowledge and experience including accurate keyboarding, editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods.
  • Effective organizational skills, attention to detail, accuracy and follow through.
  • Experience working under minimal supervision, in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions.
  • Effective communication and interpersonal skills necessary to interact effectively with a diverse workforce and represent the organization with all levels of management, internal and external to the Laboratory, using tact, diplomacy, and discretion.
  • Ability to be self-motivated and flexible, exercising a high degree of discretion and mature judgment in handling business sensitive and/or classified information, as well as personnel interactions.
  • Effective computer skills and experience with the Microsoft Office Suite and database and calendaring software, and the ability to learn new software quickly.
  • Experience arranging domestic and/or foreign travel.

Additional qualifications 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.
  • Effective problem-solving and decision-making skills 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 effectively with all levels of personnel in a scientific environment.

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

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

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.

LLNS is committed to offering reasonable accommodations during the application and recruiting processes due to a disability.  If you need assistance or an accommodation due to a disability, 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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