CASC Division 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 dedicated to fostering a culture that values individuals, talents, partnerships, ideas, experiences, and different perspectives, recognizing their importance to the continued success of the Laboratory’s mission.

Pay Range:

$37.25 - $44.72 Hourly at the 405.4 level

This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting; pay will not be below any applicable local minimum wage.  An employee’s position within the salary range will be based on several factors including, but not limited to, specific competencies, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, and business or organizational needs.

Job Description

We have an opening for an Administrative Specialist IV. You will perform a full range of complex and difficult administrative assignments in a dynamic and fast-paced environment with frequent interruptions and conflicting priorities which require independent judgment, adept organizational and communication skills. This position is in the Center for Applied Scientific Computing (CASC) Division in the Computing Principal Directorate.

In this role you will

• Provide advanced administrative and secretarial support to the Division Leader, Deputy Division Leader, and twelve Group Leaders, including managing complex calendars which includes independently determining scheduling priorities for management staff.
• Represent management in daily matters to gather, clarify and disseminate information and coordinate activities; respond on their behalf of administrative matters to all levels of personnel, both internal and external to the Laboratory.
• Coordinate, select, and compile data from multiple sources for complex reports and presentations.
• Track a high volume of multi-faceted action items; coordinate the timely flow of paperwork, checking for accuracy and completeness prior to submission for approval (e.g., new employee onboarding and personnel actions).
• Process various immigration-related requests (e,g., foreign national visa applications and access requests.
• Coordinate internal and external interviews, including the preparation of agendas, coordination of calendar schedules, travel approvals and reimbursements, possible foreign national paperwork, badge requests, and information dissemination.
• Assist with the hiring process, including preparing job postings, gathering appropriate information, tracking applicants, and processing hire packages.
• Serve as a resource and interpret organizational policies and procedures.
• Perform other duties as assigned.

Qualifications

• Ability to obtain and maintain a US DOE Q-level security clearance which requires U.S. Citizenship.
• Advanced secretarial and administrative knowledge. Experience including accurate keyboarding, editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods.
• Advanced organizational skills, attention to detail, accuracy and follow-through.
• Experience compiling and preparing presentations and editing text for publication and/or high-level distribution.
• Experience working under minimal supervision, in a multitask/multi-faceted environment of rapidly changing priorities, deadlines, and frequent interruptions.
• Independent problem-solving and decision-making skills to anticipate, identify, and 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 and/or classified information, as well as personnel interactions.
• Advanced communication and interpersonal skills required to interact effectively with a diverse workforce and represent the organization with all levels of management, internal and external to the Laboratory.
• Advanced computer skills and experience with the Microsoft Office Suite and database and calendaring software, and the ability to learn new software quickly.

Desired Qualifications

• Experience with immigration-related processes is highly desirable.
• Experience with LLNL systems and processes.

Additional Information

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

Position Information