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Administrator/Executive Assistant - Active Clearance Required

Mid-Senior Level | Full-time
Business Operations | livermore, CA | 05/09/2024

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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 important for continued success of the Laboratory’s mission.

Pay Range

$87,450 - $108,564 Annually at the A01.2 level
$104,910 - $130,236 Annually at the A01.3 level

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’re looking for a Program Administrator/Executive Assistant to work in a dynamic and fast-paced environment within the Counterintelligence (CI) Program Office. You will be a member of the CI Program leadership team that assists in providing a full range of advanced, diverse, and complex business, workforce, and strategic operations/planning and administrative duties in a sensitive yet highly visible environment. You will serve as a direct point-of-contact and liaison to the Director’s Office and will interface with a wide variety of internal and external personnel and stakeholders, including senior Laboratory leadership at Lawrence Livermore National Laboratory (LLNL), Lawrence Berkeley National Laboratory (LBNL), and Stanford Linear Accelerator Center (SLAC), as well as collaborate and work closely with the CI Program’s core leadership team to formulate creative ideas, options, and solutions to resolve complicated administrative problems. This position is in the Director’s Office.

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

You will

  • Partner with the CI Program core leadership team to guide the development of business, operational, and organizational projects. Research and analyze business, budgetary, and organizational issues.
  • Plan, execute, and/or provide oversight to a variety of workforce, operational and organizational requirements, planning, and activities for the Program on administrative matters.
  • Serve as working supervisor for exempt and/or non-exempt administrative employees, identify training needs, and provide mentoring. Review, execute, and administer a variety of personnel/recruiting-related activities for the Program, ensuring compliance with applicable policies, procedures, regulations, and laws.
  • Review, execute and administer a variety of personnel/recruiting requirements/guidance and determine courses of action to obtain optimal results. Research and recommend appropriate courses of action to managers and supervisors on administrative and personnel matters, including disciplinary actions.
  • Manage and oversee Program performance management and ranking processes for all classifications, ensuring adherence to Department of Energy (DOE) Office of Intelligence and Counterintelligence (DOE IN) and Laboratory policies and organizational standards.
  • Independently set priorities when committing the CI Program Director/Senior Counterintelligence Officer’s (SCIO) and Deputy Senior Counterintelligence Officer’s (DSCIO) time; anticipate needs, organize, coordinate, and manage highly complex and confidential calendars. Support the SCIO/DSCIO with their schedules and responsibilities, exercising integrity, ethics, proficiency, professionalism, and confidentiality.
  • Compose, clarify, coordinate, proof, format, edit, and finalize communications, reports, and actions with sensitivity and flexibility, and disseminate information on behalf of the SCIO to senior management and personnel at all levels across three Laboratories in CI’s Area of Responsibility; DOE IN and DOE IN Field Offices; other Federal agencies and fellow members of the United States Intelligence Community; other national laboratories. Use strategic business models when assessing and preparing summaries of results.
  • Plan and manage a variety of internal and external meetings; develop agendas, identify, and coordinate meeting attendees and presentation materials; take and distribute meeting summary notes. Prepare and review a variety of reports for management decision making.
  • Arrange complex domestic travel and make itinerary adjustments as required.
  • Recognize, create, and implement plans to promote and foster a culture of inclusion, diversity, equity, and accountability.
  • Perform other duties as assigned.

Additional job responsibilities, at the A01.3 level

  • Advise on and implement, business, operational and/or organizational strategies, objectives, and deliverables and prepare responses for requests for information.
  • Research, analyze and summarize content and information for management decision making, recommending a course of action. Review and approve actions for a variety of complex day-to-day tasks.
  • Oversee the administration and implementation of personnel/recruiting activities.
  • Supervise exempt and non-exempt staff.
  • Collect, validate, interpret, and analyze business, operational and/or organizational planning data in support of strategic and/or workforce planning activities.
  • Establish metrics, review, coordinate, and contribute to the definition of budget, project, and program reporting requirements.
  • Analyze and report on business, operational and/or organizational metrics.
  • Interpret and advise on regulations, laws, and guidelines as they apply to CI. Evaluate business, operational and/or organizational policies, procedures, methods, and practices. Serve as an advisor.

Qualifications

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 time of hire.
  • Ability to obtain and maintain Sensitive Compartmented Information (SCI) access. Please note that any current active Q or Top-Secret clearance with DOE or another agency does not guarantee DOE SCI access approval; if you are denied access, you may be subject to reinvestigation of your existing Q or Top-Secret clearance.
  • Experience coordinating multiple work activities, and multi-faceted internal processes in functional area.
  • Experience with operational deliverables and actions that have programmatic impact. Experience leading business, operational and organizational activities, participating in a variety of organizational projects and researching, interpreting, and applying a wide variety of policies, procedures, and guidelines.
  • Working knowledge of automated business tools/technologies/techniques and specialized applications. Experience developing complex reports. Expert use of MS Office applications.
  • Experience and advanced communication and interpersonal skills necessary to interact effectively with a diverse workforce and represent the program with all levels of management, internal and external to LLNL.
  • Advanced administrative and organizational skills, including accurate keyboarding, editing, grammar, and proofreading skills, detail orientation, and flexibility.
  • Experience providing executive assistant or administrative support to senior management/executives; at times, representing management and communicating manager’s direction.
  • Experience coordinating own and team’s administrative and operational work activities and multifaceted internal processes in functional area.
  • Knowledge of recruiting, hiring, performance management, and staff relations practices and an understanding of HR compliance requirements for hiring FLSA, ADA, EEO, etc., and experience researching and applying a wide variety of personnel policies and procedures.
  • Analytical skills as well as the ability to anticipate, identify, and resolve complex problems in a rapidly changing environment and experience working effectively with sensitive issues using a high degree of mature judgment, discretion, and tact.
  • Knowledge of appropriate handling of sensitive and/or classified documents and protection.

Additional Qualifications, at the A01.3 level

  • Associate of Arts Degree (AA) in a related field or equivalent combination of significant experience and education in a related business, operational and/or organizational area.
  • Experience with strategic deliverables and actions that have significant programmatic impact. Experience leading complex business, operational and organizational activities, participating in a variety of organizational projects and researching, interpreting, and applying a wide variety of policies, procedures, and guidelines.
  • Extensive experience providing executive assistant or administrative support to senior management/executives; at times, representing management and communicating manager’s direction.
  • Supervisory experience
  • Comprehensive knowledge of recruiting, hiring, performance management, and staff relations practices and an understanding of HR compliance requirements for hiring FLSA, ADA, EEO, etc., and experience interpreting and applying a wide variety of personnel policies and procedures.
  • Advanced analytical skills as well as the ability to anticipate, identify, and resolve complex problems in a rapidly changing environment and experience working effectively with sensitive issues using a high degree of mature judgment, discretion, and tact.
  • Extensive knowledge of appropriate handling of sensitive and/or classified documents and protection.
  • Experience implementing plans that promote and value inclusion, diversity, equity, and accountability principles in the workplace.

Qualifications We Desire:

  • Bachelor’s Degree (BA)
  • Broad and in-depth knowledge of Laboratory business, operations, and program/discipline organizations; demonstrated knowledge of external organizations at the local, State and National levels.
  • Expert knowledge of various LLNL-specific administrative tools and applications (LEAP, LTRAIN, ePAY, TIME, LAPIS, etc.)

Additional Information

All your information will be kept confidential according to EEO guidelines.

Position Information

This is a Career Indefinite position, open to Lab employees and external candidates.

Why Lawrence Livermore National Laboratory?

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. 

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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