Administrative Specialist - Manufacturing Engineering Section

Job Description We are seeking an Administrative Specialist to support the Manufacturing Engineering Section, which includes the 321 Complex machine shops and Engineering's Machinist Apprentice Program. Under limited supervision, you will perform a full range of moderately difficult administrative and task-oriented assignments in a dynamic, fast-paced environment with frequent interruptions and shifting priorities. This position is in the Materials Engineering Division (MED) of the Engineering Directorate. This position offers a hybrid schedule, blending in-person and virtual presence. You will have the flexibility to work from home one or more days per week. 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. Responsibilities You will Represent management and serve as a resource for daily routine matters including organizational policies and procedures. Gather information from various sources, compile data, and prepare complex reports and presentations. Establish and maintain databases, spreadsheets, and tracking and filing systems. Independently schedule appointments and maintain calendars. Coordinate external visits, including verifying security clearances, preparing agendas, arranging badging, and disseminating information. Arrange travel and itineraries. Coordinate internal and external interviews. Serve as a backup Time and Absence Coordinator (TAC). Perform other duties as assigned. Additional job responsibilities, at the 405.4 level Manage complex calendars and independently determine scheduling priorities. Assist with coordination of multiple administrative components of Engineering's Machinist Apprentice Program. Plan and execute large-scale meetings and events from concept to completion, coordinating logistics, vendors, timelines, and on-site support. Compose sensitive administrative materials and generate correspondence on own initiative for signature. Interpret institutional and organizational policies and procedures. Qualifications Ability to secure and maintain a U.S. DOE Q-level security clearance, which requires U.S. citizenship. Knowledge and experience in administrative support, including accurate keyboarding, editing, grammar, and proofreading; intermediate knowledge of office procedures, techniques, and methods. Strong organizational skills with attention to detail, accuracy, and follow-through. Experience working with limited supervision in an environment with rapidly changing priorities, deadlines, and frequent interruptions. Effective communication and interpersonal skills to interact with a diverse workforce and represent the organization at all levels of management, both internal and external to the Laboratory, with tact, diplomacy, and discretion. Demonstrated problem-solving and decision-making skills to identify issues and recommend administrative solutions. Demonstrated ability to be self-motivated and flexible, with discretion and mature judgment in handling business-sensitive and/or classified information, as well as personnel interactions. Intermediate computer skills, including experience with Microsoft Office Suite, 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 Experience working under minimal supervision, in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions. Demonstrated advanced customer service skills and advanced written and verbal communication skills to interact effectively with personnel at all levels in a scientific environment. Advanced experience compiling, tracking, monitoring, resolving, and reporting complex data and results with advanced organizational skills. Experience planning and executing large scale meetings and events, with strong organizational and coordination skills to manage logistics, vendors, and on-site operations effectively. Demonstrated ability to be self-motivated and flexible, with a high degree of discretion and mature judgment in handling complex business-sensitive and classified information, as well as personnel interactions. Qualifications We Desire Experience with COSMOS Timecard System. Knowledge of LLNL business applications and processes such as Smart Recruiters, LAPIS, LEAP, LTRAIN, TIME, FTS, VTS, ePay and Cliqbook. Familiarity with LLNL Policies and Procedures. Pay Range $33.08 - $45.63 Hourly $33.08 - $39.69 Hourly for the 405.3 level $38.03 - $45.63 Hourly for the 405.4 level 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. Position Information This is a Career Indefinite position, open to Lab employees and external candidates. Security Clearance This position requires a Department of Energy (DOE) Q-level clearance. 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. Also, all L or Q cleared employees are subject to random drug testing. Q-level clearance requires U.S. citizenship. 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. If you use a medical device, which pairs with a mobile device, you must still follow the rules concerning the mobile device in individual sections within Limited Areas. Sensitive Compartmented Information Facilities require separate approval. Hearing aids without wireless capabilities or wireless that has been disabled are allowed in Limited Areas, Secure Space and Transit/Buffer Space within buildings. 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. 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. #J-18808-Ljbffr