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Administrative Specialist/Visitor Program Coordinator

Mid-Senior Level | Full-time
Administrative | livermore, CA | 01/04/2022

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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 Specialist/Visitor Program Coordinator to perform a full range of moderately difficult administrative activities. You will be primarily responsible for the execution of academic outreach activities for the Computing Directorate, as well as a key part of the administrative team supporting scientific staff in a dynamic and rapidly changing environment with critical deadlines, frequent interruptions, and conflicting priorities. This position is in the Center for Applied Scientific Computing within the Computing Directorate.

 

Essential Duties

  • Serve as the primary POC and coordinator for the Computing Visitor Program; process visit and collaboration requests and renewals.
  • Plan, organize and coordinate meeting arrangements, including travel, badging, agendas, and seminars for scientific personnel both internal and external to the Laboratory.
  • Establish and modify subcontracts, consultant agreements, and Visiting Scientific Professionals (VSP) agreements.
  • Process and track foreign national paperwork, including visit/assignment requests, renewals, and Temporary Escorted Building Access (TEBA) requests.  
  • Maintain, develop, and implement spreadsheets and tracking systems to independently track training, action items and other miscellaneous division needs. 
  • Coordinate timely flow of paperwork and check for accuracy and completeness prior to submission to management for approval.
  • Represent management in daily matters to gather, clarify and disseminate information and coordinate activities; respond on their behalf on administrative matters to all levels of personnel, both internal and external to the Laboratory.

Work collaboratively as part of the Computing Directorate administrative team; perform additional administrative tasks and assist with special projects as needed.

Qualifications

  • Administrative knowledge and experience, including accurate keyboarding, editing, grammar, and proofreading skills; knowledge of office procedures, techniques, and methods.
  • Effective organizational skills with experience prioritizing multiple tasks with frequent interruptions and critical deadlines with minimal supervision.
  • Excellent customer service, interpersonal and communication skills necessary to interact effectively with a diverse workforce and represent the Laboratory with professionalism.
  • Ability to be self-driven and highly productive under limited supervision, as well as work effectively as a team member.
  • Problem-solving and decision-making skills necessary to anticipate, identify, and independently recommend appropriate actions and solutions to moderately complex administrative problems.
  • Intermediate computer skills, including experience with software programs such as Microsoft Office Suite, Adobe Acrobat, SharePoint, WebEx, and the ability to learn new software quickly.

 

Desired Qualifications

  • Familiarity with LLNL policies, procedures, and business applications.
  • Familiarity with foreign national visa documentation.

Additional Information

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.

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.

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.

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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