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Administrative Specialist - Materials Science Division

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Lawrence Livermore National Laboratory

1mo ago

  • Job
    Full-time
    Mid & Senior Level
  • Livermore

AI generated summary

  • You must have strong administrative skills, attention to detail, and proficiency in software tools. Experience in materials science or related fields is preferred. Strong communication abilities are essential.
  • You will manage administrative tasks, support research activities, coordinate resources, and ensure smooth operations within the Materials Science Division.

Requirements

  • Ability to secure and maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship.
  • Secretarial and administrative knowledge and experience including accurate keyboarding, editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods.
  • Effective organizational skills, attention to detail, accuracy and follow through.
  • Experience working under limited supervision, in an environment of rapidly changing priorities, deadlines, and frequent interruptions.
  • Effective 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.
  • Problem-solving and decision-making skills necessary to identify and make recommendations for administrative problems.
  • Ability to coordinate multiple activities and independently determine and set priorities and goals.
  • Intermediate computer skills and experience with the Microsoft Office Suite and database and calendaring software, and the ability to learn new software quickly.
  • Specialized and advanced knowledge of office procedures, techniques and methods, including effective problem solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems.
  • Advanced organizational skills to manage and complete complex projects, including the coordination of multiple activities and the ability to independently determine and set priorities and goals.
  • Ability to be flexible and discreet in handling sensitive and complex issues, and experience working effectively as a team member as well as independently under minimal supervision in an environment with frequent interruptions and changing deadlines, instructions and priorities.
  • Experience with Visitor Tracking System (VTS) and Foreign Travel System (FTS).
  • Experience arranging domestic and/or foreign travel.

Responsibilities

  • You will
  • Represent management and serve as a resource in daily routine administrative matters.
  • Gather information from various sources, compile data, and prepare complex reports and presentations.
  • Independently compose correspondence for signature.
  • Screen telephone calls, independently answer inquiries, make appropriate referrals, follow through on requests; review, prioritize, and disseminate incoming mail.
  • Identify and make recommendations for process improvements.
  • Independently schedule appointments and maintain calendars.
  • Coordinate external visits, including verification of security clearances, preparation of agenda, badging, and information dissemination.
  • Perform other duties as assigned.
  • Prepare, review, and/or compose administrative material for management signature and independently track action items, ensuring timely flow of paperwork.
  • Establish and maintain multifaceted databases, spreadsheets, files, and tracking systems.
  • Coordinate, select, and compile data from multiple sources for both classified and unclassified correspondence, complex reports, and presentations.

FAQs

What is the job title for the position being advertised?

The job title is Administrative Specialist - Materials Science Division.

What company is offering this position?

The position is offered by Lawrence Livermore National Laboratory (LLNL).

What is the pay range for this position?

The pay range is $31.33 to $38.03 hourly for the 405.3 level and $35.98 to $43.67 hourly for the 405.4 level.

What key tasks will the Administrative Specialist be responsible for?

Key tasks include representing management, gathering information, preparing reports, composing correspondence, managing calendars, coordinating external visits, and identifying process improvements.

Is this position fully in-person or can it be performed remotely?

This position offers a hybrid schedule, blending in-person and virtual presence, allowing flexibility to work from home one or more days per week.

What qualifications are required for this position?

Requirements include the ability to secure a U.S. DOE Q-level security clearance, secretarial and administrative knowledge, effective organizational skills, communication and interpersonal skills, and intermediate computer skills, among others.

Are there additional qualifications for the 405.4 level position?

Yes, additional qualifications include specialized knowledge of office procedures, advanced organizational skills to manage complex projects, and the ability to handle sensitive issues discreetly.

What kind of experience is preferred for this role?

Experience with Visitor Tracking System (VTS), Foreign Travel System (FTS), and arranging domestic and/or foreign travel is preferred.

What security clearance is required for this position?

A Department of Energy (DOE) Q-level security clearance is required, which necessitates U.S. citizenship.

What benefits are offered for this position?

Benefits include a flexible benefits package, 401(k), education reimbursement program, and flexible schedules depending on project needs.

What is the recruitment process for this position?

Selected external applicants must pass a post-offer, pre-employment drug test. Additionally, applicants must be aware of potential recruitment scams and should not respond to suspicious job offers.

How does LLNL ensure equal employment opportunity?

LLNL is committed to providing a work environment free of discrimination and harassment, considering all qualified applicants without regard to various protected characteristics.

How can I request reasonable accommodations during the application process?

Candidates needing reasonable accommodations can submit a request through the online form provided by LLNL.

Lawrence Livermore National Laboratory

Science and technology on a mission

Science & Healthcare
Industry
5001-10,000
Employees
1952
Founded Year

Mission & Purpose

Lawrence Livermore National Laboratory, located in the San Francisco Bay Area, is a premier applied science laboratory that is part of the National Nuclear Security Administration within the Department of Energy. LLNL's mission is strengthening national security by developing and applying cutting-edge science, technology, and engineering that respond with vision, quality, integrity, and technical excellence to scientific issues of national importance. The Laboratory's science and engineering are being applied to achieve breakthroughs for counterterrorism and nonproliferation, defense and intelligence, energy and environmental security. The world-class programs and capabilities at the Lawrence Livermore National Laboratory span one square mile, what many consider to be "the smartest square mile on Earth."​