Administrative Specialist - Manufacturing Engineering Section

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

$31.33 - $38.03 Hourly for the 405.3 level

$35.98 - $43.67 Hourly for the 405.4 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 have an opening for an Administrative Specialist to work under limited supervision, performing a full range of moderately difficult secretarial and task-oriented assignments in a dynamic and fast paced environment with frequent interruptions and conflicting priorities. This position will support the Manufacturing Engineering Section in the Materials Engineering Division (MED) within 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 eitherlevel 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

• Represent management and serve as a resource in daily routine matters; serve as a resource on organizational policies and procedures.
• Gather information from various sources, compile data and prepare complex reports and presentations.
• Establish and maintain databases, spreadsheets and tracking/filing systems.
• Independently schedule appointments and maintain calendars.
• Coordinate external visits, including verification of security clearances, preparation of agenda, badging, and information dissemination.
• 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; Independently determine scheduling priorities and coordinate large scale meetings.
• Assist with coordination of Machinist Apprentice Program.
• Compose administrative material of a sensitive nature 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.
• Administrative knowledge and experience including accurate keyboarding, editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods.
• Effective organizational skills, attention to detail, accuracy and follow through.
• Experience working under limited supervision, in an environment of rapidly changing priorities, deadlines, and frequent interruptions.
• Effective communication and interpersonal skills necessary to interact with a diverse workforce and represent the organization with all levels of management, internal and external to the Laboratory, using tact, diplomacy, and discretion.
• Demonstrated problem-solving and decision-making skills necessary to identify and make recommendations for administrative problems.
• Demonstrated ability to be self-motivated and flexible, exercising discretion and mature judgment in handling business sensitive and/or classified information, as well as personnel interactions.
• Intermediate computer skills and experience with the Microsoft Office Suite and 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

• Demonstrated advanced customer service skills and advanced written and verbal communication skills to interact effectively with all levels of personnel in a scientific environment.
• Advanced experience compiling, tracking, monitoring, resolving, and reporting complex data and results with advanced organizational skills and experience working under minimal supervision, in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions.
• Demonstrated ability to be self-motivated and flexible, exercising 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.

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.If you are selected, wewill initiate 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 .