Administrative Specialist/Visitor Program Coordinator

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 - $38.08/hour

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 III/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 (CASC) within the Computing Principal Directorate.

Part-time telecommuting options may be available for this position.

In this role you will

• Serve as the primary POC and coordinator for the Computing Visitor Program; process visit and collaboration requests and renewals.
• Plan, organize and coordinate visits and on- and off-site meetings and conferences, including travel arrangements and reimbursement, clearance transfers, badging, agendas, seminars, and logistical support 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.
• Coordinate a variety of administrative functions, including independently answering phones, managing inquiries, making appropriate referrals, ordering supplies, following through on requests, and maintaining spreadsheets, files, and tracking systems.
• 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 administrative team; perform additional administrative tasks and assist with special projects as needed.

Qualifications

• Ability to obtain and maintain a US 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 with experience working under limited supervision, prioritizing multiple tasks with frequent interruptions and critical deadlines, while showing flexibility, attention to detail, discretion, tact, and accuracy.
• Excellent interpersonal and communication skills, mature judgment, professionalism, and discretion, necessary to interact effectively with a diverse workforce and represent the division.
• Effective problem-solving and decision-making skills necessary to anticipate, identify, and independently recommend appropriate actions and solutions to moderately difficult administrative problems.
• Proven ability to be self-motivated and flexible with the ability to set priorities and goals.
• Intermediate computer skills and experience with programs such as Microsoft Word, Excel, PowerPoint, Outlook, Entrust, Adobe Acrobat, and the ability to learn new software quickly.
• Experience working effectively as a team member, as well as independently.

Desired Qualifications

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

Additional Information

All your information will be kept confidential according to EEO guidelines.

Position Information

This is a Flexible Term appointment, which is for a definite period not to exceed six years.If final candidate is a Career Indefinite employee, Career Indefinite status may be maintained (should funding allow).

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 .