Work Planning and Control Administrative Specialist

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 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 anEnvironment Safety and Health (ES&H) Administrative Specialist. You will perform a full range of advanced and complex administrative assignments in afast-paced environment with frequent interruptions and conflicting priorities in support of the ES&H organization.

This position may offer a hybrid schedule, which includes the flexibility to work from home one or moredays per week, after a probationary period. The specifics of the hybrid schedule, including the exact number of days required in the office and virtual work options may vary based on the needs of the team and the organization.

You will

• 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.
• Serve as a resource and interpret institutional, directorate and organizational policies and procedures.
• Coordinate and support personnel activities including, but not limited to interviews, personnel transactions, clearances, visits, timekeeping, onboarding, performance appraisals, travel, expense reports, training, document coordination, etc.
• Generate correspondence on own initiativeand compose correspondence for management's signature. Compile complex information and develop presentations, scientific reports including graphs, charts, tables and graphics, and documents of a highly sensitive nature.
• Independently assess and respond to inquiries, prioritize actions, follow-up and ensure resolution on a wide variety of issues.
• Manage complex calendars; independently determine scheduling priorities, committing, and managing time, and coordinating and scheduling of multiple attendees.
• Support Work Planning and Control Functional Area Manager and staff; including but not limited to scheduling work planner qualification courses, forums and subject matter expert briefings.
• 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 experience with accurate keyboarding, professional command of grammar, proficient editing skills, and a high-level of attention to detail.
• Experience tracking large numbers of tasks / documents utilizing status spreadsheets.
• Advanced organizational skills and experience working under minimal supervision, with the ability to independently determine and set priorities and goals in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions.
• Advanced communication and interpersonal skills necessary to interact effectively with a diverse workforce and all levels of management.
• Advanced computer skills and experience with Microsoft Office Suite, Adobe Acrobat, cloud-based system and the ability to learn new software quickly.
• 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 information, as well as personnel interactions.
• Experience arranging complex domestic travel and processing expense reports.
• Experience working effectively as a team member as well as independently.

Qualifications We Desire

• Experience processing documents through the Information Management system for review and release.
• Knowledge of Work Planning and Control processes 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 .