Administrative Specialist – Enterprise Secure Network (ESN) Hub

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

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

Job Description:
Lawrence Livermore National Laboratory has an opening for an Administrative Specialist IV to join the Enterprise Secure Network (ESN) Hub team within the Chief Information Office, part of the Director’s Office. In this role, you will work both independently and collaboratively following established procedures to perform a full range of advanced and complex administrative assignments with frequent interruptions and conflicting priorities which require a high degree of flexibility, independent judgement, initiative and follow through. In addition to being well organized and methodical, your strong attention to detail and communication skills will be needed to interact with a variety of internal and external stakeholders.

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.

You will

• Review, edit, and prepare documents, forms, policies, procedures, and information manuals with advanced formatting skills.
• Compose letters and memos independently for management signatures.
• Coordinate and monitor incoming and outgoing correspondence; maintain and operate electronic filing systems to keep documents organized, up-to-date, and accessible to the appropriate personnel.
• Establish and maintain databases, spreadsheets, and tracking systems to ensure timely completion of action items, track expiration and renewal dates, and proactively follow up on pending items.
• Represent management in daily matters, frequently interacting with all levels of internal and external stakeholders to gather, clarify, disseminate, and coordinate information and activities.
• Perform administrative assignments such as event coordination, travel arrangements, expense reimbursements, conference documentation processing, visitor badging requests, tour arrangements, phone management, calendar scheduling, mail dissemination, and documenting meeting minutes.
• Perform other duties as assigned.

Qualifications

• Ability to maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship.
• Advanced administrative knowledge and experience including accurate keyboarding, editing, grammar, proofreading skills and managing complex calendars; advanced knowledge and experience of office procedures, techniques and methods.
• Advanced organizational skills and experience working under minimal supervision, in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions.
• Ability to coordinate multiple activities and independently determine and set priorities and goals to manage and complete complex administrative projects and tasks.
• Excellent 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.
• Advanced problem-solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems.
• Experience working effectively as a team member as well as independently with the demonstrated ability to be self-motivated and flexible.
• Advanced computer skills and proficiency in Microsoft 365 applications (Word, Excel, PowerPoint, Outlook) and the ability to learn new software quickly .

Additional Information

Qualifications We Desire

• Experience with SharePoint, Teams, and OneDrive.
• Familiarity with LLNL-specific systems such as LTRAIN, TIME, LEA