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

$34.63 - $43.70 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're looking for an Administrative Specialist IV to provide a wide range of diverse administrative and organizational activities in an office that manages laboratory interactions involving outside partnerships, agreements and intellectual property. Under minimal supervision, you will perform a full range of administrative assignments often with frequent interruptions and conflicting priorities which require independent judgment and follow through. This position is in the Innovation and Partnerships Office (IPO) within the Deputy Director’s Office, Science and Technology (DDST).

You will

• Represent the office 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.
• Manage complex calendars which includes independently determining scheduling priorities, and resolving scheduling conflicts.
• Arrange moderately complex domestic and foreign travel and itineraries.
• Submit expense, payment, and membership requests, as well as arranging clearance transfers as needed.
• Coordinate large internal meetings and external visits, preparation of agendas, badging and information dissemination, tours, hospitality, and execution of day-of meeting oversight.
• Support annual or bi-annual entrepreneurship training and National Lab Accelerator Pitch events; secure location, process registration site; day of logistics.
• Serve as the property representative, training coordinator and main timekeeper.
• Coordinate support for institutional award programs R&D 100 and FLC.
• Provide backup support to other IPO/DDST administrative personnel as needed.
• 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 knowledge and experience including accurate keyboarding, editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods.
• Experience coordinating administrative processes working with both internal and external entities and representing management to diverse internal and external contacts.
• Advanced administrative and organizational skills, including attention to detail, flexibility, and experience independently coordinating and prioritizing multiple and complex work activities.
• Demonstrated advanced verbal and written communication and interpersonal skills with experience interacting effectively with all levels of personnel exercising a high degree of discretion, mature judgement, and tact in handling issues of sensitive nature.
• Demonstrated problem solving, decision making, and analytical skills with the ability to anticipate, identify, and resolve complex issues effectively and independently recommend appropriate actions and solutions.
• Experience working under minimal supervision, in a multitask environment of rapidly changing priorities, short deadlines, and frequent interruptions.
• Advanced knowledge of personal computers and associated software including MS Office applications, WebEx and equivalent applications.
• Working knowledge of collaborative software platforms used at LLNL e.g., MS Teams, One Drive and Sharepoint, with the ability to setup, manage and administer collaborative groups using such platforms.

Qualifications We Desire

• Familiarity with LLNL’s policies and procedures.
• Knowledge of LLNL business applications and processes such as LEAP, TIME, EAM, LTRAIN, ePay, and Cliqbook.
• Significant experience and/or education in a related business, operational, and/or organizational area.

Additional Information

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

Position Information

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

Why Lawrence Livermore National Laboratory?

• 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, 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.

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.

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.