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Administrative Specialist/Visitor Program Coordinator

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Lawrence Livermore National Laboratory

3mo ago

  • Job
    Full-time
    Mid & Senior Level
  • People, HR & Administration
  • Livermore
    Remote

AI generated summary

  • You must be a U.S. citizen, possess strong admin skills, excel in organization and communication, and have team and independent work experience. Familiarity with visas, LLNL policies, and software is needed.
  • You will coordinate visitor programs, plan meetings, manage travel arrangements, process agreements, handle foreign paperwork, and support administrative tasks within a collaborative team.

Requirements

  • Ability to obtain and maintain a US DOE Q-level security clearance which requires U.S. Citizenship.
  • Administrative knowledge and experience, including accurate keyboarding, editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods.
  • Effective organizational skills with experience working under limited supervision, prioritizing multiple tasks with frequent interruptions and critical deadlines, while showing flexibility, attention to detail, discretion, tact, and accuracy.
  • Excellent interpersonal and communication skills, mature judgment, professionalism, and discretion, necessary to interact effectively with a diverse workforce and represent the division.
  • Effective problem-solving and decision-making skills necessary to anticipate, identify, and independently recommend appropriate actions and solutions to moderately difficult administrative problems.
  • Proven ability to be self-motivated and flexible with the ability to set priorities and goals.
  • Intermediate computer skills and experience with programs such as Microsoft Word, Excel, PowerPoint, Outlook, Entrust, Adobe Acrobat, and the ability to learn new software quickly.
  • Experience working effectively as a team member, as well as independently.
  • Familiarity with LLNL policies, procedures, and business applications.
  • Familiarity with foreign national visa documentation.

Responsibilities

  • Serve as the primary POC and coordinator for the Computing Visitor Program; process visit and collaboration requests and renewals.
  • Plan, organize and coordinate visits and on- and off-site meetings and conferences, including travel arrangements and reimbursement, clearance transfers, badging, agendas, seminars, and logistical support for scientific personnel both internal and external to the Laboratory.
  • Establish and modify subcontracts, consultant agreements, and Visiting Scientific Professionals (VSP) agreements.
  • Process and track foreign national paperwork, including visit/assignment requests, renewals, and Temporary Escorted Building Access (TEBA) requests.
  • Coordinate a variety of administrative functions, including independently answering phones, managing inquiries, making appropriate referrals, ordering supplies, following through on requests, and maintaining spreadsheets, files, and tracking systems.
  • Coordinate timely flow of paperwork and check for accuracy and completeness prior to submission to management for approval.
  • Represent management 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.
  • Work collaboratively as part of the Computing administrative team; perform additional administrative tasks and assist with special projects as needed.

FAQs

What is the job title for this position?

The job title is Administrative Specialist III/Visitor Program Coordinator.

What are the main responsibilities of the Administrative Specialist/Visitor Program Coordinator?

The main responsibilities include serving as the primary point of contact for the Computing Visitor Program, coordinating visits and meetings, processing foreign national paperwork, managing administrative functions, and collaborating with the administrative team on various projects.

Is this position eligible for remote work?

Yes, part-time telecommuting options may be available for this position.

What qualifications are required for this role?

Candidates must have administrative knowledge and experience, effective organizational skills, excellent interpersonal and communication skills, intermediate computer skills, and the ability to obtain and maintain a US DOE Q-level security clearance.

What does it mean to have a Q-level security clearance?

A Q-level security clearance is a security clearance granted by the Department of Energy that permits access to classified information. It requires U.S. citizenship and a background investigation.

What is the pay range for this position?

The pay range for this position is $31.33 - $38.08 hourly.

Are there any benefits provided for this position?

Yes, the position offers a flexible benefits package, a 401(k) plan, an education reimbursement program, and flexible schedules depending on project needs.

What additional qualifications are desired for this role?

Familiarity with LLNL policies, procedures, business applications, and foreign national visa documentation is desired.

What is the employment status of this position?

This is a Flexible Term appointment, which can be for a definite period not to exceed six years.

Will I need to take a drug test if selected for this position?

Yes, external applicants selected for this position must pass a post-offer, pre-employment drug test, including testing for the use of marijuana.

How does LLNL ensure diversity and inclusion in the workplace?

LLNL is committed to a diverse and equitable workforce, emphasizing an inclusive culture that values and celebrates the diversity of its people, talents, ideas, experiences, and perspectives.

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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."​