Administrative Specialist - Engineering Principal Associate Director's Office

Administrative Specialist - Engineering Principal Associate Director's Office Full-time Category: Administrative Employee Referral Bonus: Not applicable Job Code 1: 405.4 Administrative Specialist IV Pre-Employment Drug Test: Required for external applicant(s) selected for this position (includes testing for use of marijuana) Security Clearance: Anticipated DOE Q clearance (requires U.S. citizenship and a federal background investigation) Join us and make YOUR mark on the World! Lawrence Livermore National Laboratory (LLNL) has turned bold ideas into world-changing impact advancing science and technology to strengthen U.S. security and promote global stability. Our mission spans four critical national security areas nuclear deterrence, threat preparedness, energy security, and multi-domain defense empowering teams to take on the toughest challenges of today and tomorrow. With a culture built on innovation and operational excellence, LLNL is a place where your expertise can make a real impact. We have multiple openings for Administrative Specialists. You will be an essential part of our administrative team in the Engineering Principal Associate Director's Office (PADO). You will perform a full range of complex and difficult administrative assignments in a dynamic and fast-paced environment with frequent interruptions and conflicting priorities that require independent judgment, initiative, and follow-through. These positions will be in the Principal Associate Director’s Office, within the Engineering Directorate. These positions offer a hybrid schedule, blending in-person and virtual presence. You will have the flexibility to work from home one or more days per week. Responsibilities Provide advanced administrative support to senior management team members within the Engineering Principal Associate Director's Office (PADO). Serve as a member of the Engineering administrative team representing management in daily matters; take initiative to gather, clarify, 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 complex calendars, meetings, briefings, tours, events, and logistics across multiple work groups, including room reservations, hospitality, meeting materials, visitor access, and stakeholder communications. Prepare and distribute agendas, memos, meeting notes, action item trackers, briefing materials, distribution lists, and other documents in support of Engineering senior leadership and a variety of PAD Office and S&T program initiatives. Prepare, format, print, distribute, scan, archive, and manage documents, including Adobe DC support, document conversion, fillable PDF preparation, and related file management tasks. Compile data from multiple sources for complex reports and presentations; establish and maintain complex databases, spreadsheets, and tracking/filing systems. Generate correspondence on own initiative and compose correspondence for management signature that may be sensitive in nature. Perform other duties as assigned. Qualifications Ability to secure and maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship. Advanced administrative knowledge and experience including accurate editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods. Advanced organizational skills, attention to detail, accuracy, and follow-through to completion. Experience working under minimal supervision, in a multi-task environment with rapidly changing priorities, deadlines, and frequent interruptions. Advanced communication and interpersonal skills necessary to interact effectively with a multi-facet workforce and represent the organization with all levels of management, internal and external to the Laboratory, using tact, diplomacy, and discretion. Effective problem-solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems. 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. Advanced computer skills and experience with the Microsoft Office Suite and database and calendaring software, and the ability to learn new software quickly. Ability to work independently and collaboratively across multiple teams to support shared goals and deadlines when coordinating complex meetings and events. Familiarity with LLNL's policies and procedures. Knowledge of LLNL business applications and processes such as LEAP, TIME, EAM, LTRAIN, ePay, and Cliqbook. Ability and motivation to learn new tools and platforms (e.g., MS Forms, SharePoint), proactively seeking out resources and training as needed. Pay Range $38.03 - $45.63 Hourly This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting; pay will not be below any applicable local minimum wage. An employee’s position within the salary range will be based on several factors including, but not limited to, specific competencies, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, and business or organizational needs. 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. Wireless and Medical Devices: Per the Department of Energy (DOE), Lawrence Livermore National Laboratory must meet certain restrictions with the use and/or possession of mobile devices in Limited Areas. Depending on your job duties, you may be required to work in a Limited Area where you are not permitted to have a personal and/or laboratory mobile device in your possession. This includes, but not limited to, cell phones, tablets, fitness devices, wireless headphones, and other Bluetooth/wireless enabled devices. 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. 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. This is a Career Indefinite position, open to Lab employees and external candidates. #J-18808-Ljbffr