Administrative Specialist: Biological Science & Security

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

$35.98 - $43.67 Hourly

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 have an opening for an Administrative Specialist to support the Program Leader and technical staff in Biological Science & Security (BSS), within Global Security's Z Program. The BSS provides revolutionary advances in detection, characterization, and mitigation to help keep the world safe from ever-changing threats to national security. Under minimal supervision, you will be responsible for planning, developing, and coordinating a wide range of advanced and diverse administrative activities, typically with changing variables and multiple components. You will have frequent interactions with high-level personnel both internal and external to the Laboratory.

In this role, you will

• May act as a primary point-of-contact for the BSS; represent management in administrative matters to all levels of management, both internal and external to the Laboratory and respond on their behalf to gather, clarify, and disseminate information and coordinate activities.
• Represent the BSS while exercising a high degree of discretion and mature judgment in handling business sensitive and/or classified information, as well as personnel interactions.
• Manage complex calendars; independently determine scheduling priorities, managing time, and coordinating and scheduling multiple attendees.
• Compile and process quarterly reports, meet required deadlines, track training reports, and resolve issues.
• Independently assess and respond to inquiries, prioritize actions, follow-up and ensure resolution on a wide variety of issues.
• Generate correspondence on own initiative and compose correspondence for management signature which may be sensitive in nature.
• Coordinate classified and unclassified correspondence, complex reports, and presentations using data from multiple sources.
• Organize and coordinate on-site and off-site meetings, and external visits to sponsors, including preparation of agenda, badging, passing and/or verification of security clearances, information dissemination, and following foreign national hosting guidelines.
• Arrange complex domestic and foreign travel and itineraries, coordinating and rescheduling as priorities evolve and change, and process reimbursements.
• Perform other duties as assigned.

Qualifications

• Ability to secure and maintain a U.S. DOE Q-level clearance along with Sensitive Compartmented Information (SCI) access, which requires U.S. citizenship.
• Excellent organizational skills, attention to detail, accuracy, follow through, and reliability. Experience working under minimal supervision, in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions.
• Advanced customer service skills, communication, and interpersonal skills necessary to interact effectively and collaborate with a diverse workforce and represent the organization with all levels of management, internal and external to LLNL, using tact, diplomacy, and discretion.
• Advanced problem-solving and decision-making skills necessary to identify and make recommendations for administrative issues.
• Advanced experience working effectively as a team member as well as independently.
• 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, advanced experience with Microsoft Office Suite, particularly Excel, and the ability to learn new software quickly.
• Ability to arrange complex domestic travel.

Desired qualifications

• Experience working in a classified environment. Knowledge of LLNL classified material handling and protection procedures.
• Active Sensitive Compartmented Information (SCI) access.
• Experience with the following LLNL systems: TIME, LEAP, LAPIS, SmartRecruiters/CAT, LTRAIN, Cliqbook, ePay, eCAPS, Confluence, MS Teams, and LC Computing.
• Experience interpreting and applying LLNL policies and procedures.
• Experience in arranging foreign travel.
• Active DOE Q-level clearance and Sensitive Compartmented Information (SCI) access, which require U.S. citizenship.

Additional Information

#LI-Hybrid

Position Information

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

Why Lawrence Livermore National Laboratory?

• Included in 2024 Best Places to Work by Glassdoor!
• Flexible Benefits Package
• 401(k)
• Education Reimbursement Program
• Flexible schedules (*depending on project needs)
• Inclusion, Diversity, Equity and Accountability (IDEA) - visit https://www.llnl.gov/diversity
• Our core beliefs - visit https://www.llnl.gov/diversity/our-values
• Employee engagement - visit https://www.llnl.gov/diversity/employee-engagement

Security Clearance

This position requires a Department of Energy (DOE) Q-level clearance. Also, you must have the ability to obtain and maintain Sensitive Compartmented Information (SCI) access.If you are selected, we willinitiate a Federal background investigation to determine if youmeet 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 useand/or possession ofmobile devices in Limited Areas. Depending on your job duties, you may be required to work in a Limited Area whereyou are not permitted to have a personal and/or laboratory mobile devicein your possession. This includes, but not limited to cell phones, tablets, fitness devices, wireless headphones, and other Bluetooth/wireless enabled devices.

Ifyou useamedical device, whichpairs with a mobile device,you must still follow the rules concerningthe mobile device in individual sections within Limited Areas. Sensitive Compartmented Information Facilities requireseparate 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.

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.

CaliforniaPrivacy Notice

The California Consumer Privacy Act (CCPA) grants privacy rights to all California residents. The law also entitlesjob 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 .