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Work Planning and Control Administrative Specialist

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Lawrence Livermore National Laboratory

3mo ago

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

AI generated summary

  • You must have U.S. citizenship for DOE clearance; advanced admin skills; task tracking; strong organization; effective communication; Microsoft Office proficiency; travel planning; and Work Control knowledge.
  • You will manage communications, coordinate personnel activities, generate correspondence, develop reports, prioritize inquiries, manage calendars, and support planning and control functions.

Requirements

  • Ability to secure and maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship.
  • Advanced administrative experience with accurate keyboarding, professional command of grammar, proficient editing skills, and a high-level of attention to detail.
  • Experience tracking large numbers of tasks / documents utilizing status spreadsheets.
  • Advanced organizational skills and experience working under minimal supervision, with the ability to independently determine and set priorities and goals in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions.
  • Advanced communication and interpersonal skills necessary to interact effectively with a diverse workforce and all levels of management.
  • Advanced computer skills and experience with Microsoft Office Suite, Adobe Acrobat, cloud-based system and the ability to learn new software quickly.
  • Problem-solving and decision-making skills to anticipate, identify, and independently 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 information, as well as personnel interactions.
  • Experience arranging complex domestic travel and processing expense reports.
  • Experience working effectively as a team member as well as independently.
  • Experience processing documents through the Information Management system for review and release.
  • Knowledge of Work Planning and Control processes and procedures.

Responsibilities

  • Represent management in administrative matters to all levels of management, both internal and external to the Laboratory, and respond on their behalf to gather, clarify, and disseminate information and coordinate activities.
  • Serve as a resource and interpret institutional, directorate and organizational policies and procedures.
  • Coordinate and support personnel activities including, but not limited to interviews, personnel transactions, clearances, visits, timekeeping, onboarding, performance appraisals, travel, expense reports, training, document coordination, etc.
  • Generate correspondence on own initiative and compose correspondence for management's signature.
  • Compile complex information and develop presentations, scientific reports including graphs, charts, tables and graphics, and documents of a highly sensitive nature.
  • Independently assess and respond to inquiries, prioritize actions, follow-up and ensure resolution on a wide variety of issues.
  • Manage complex calendars; independently determine scheduling priorities, committing, and managing time, and coordinating and scheduling of multiple attendees.
  • Support Work Planning and Control Functional Area Manager and staff; including but not limited to scheduling work planner qualification courses, forums and subject matter expert briefings.
  • Perform other duties as assigned.

FAQs

Do we support remote work?

Yes, we offer a hybrid work schedule which includes the flexibility to work from home one or more days per week after a probationary period.

Is a security clearance required for this position?

Yes, this position requires a Department of Energy (DOE) Q-level security clearance, which necessitates U.S. citizenship.

What type of experience is preferred for this role?

Advanced administrative experience, particularly in supporting personnel activities and managing complex calendars, is preferred. Experience with Work Planning and Control processes and procedures is also desired.

Are there specific software skills needed for this position?

Yes, advanced computer skills and experience with Microsoft Office Suite, Adobe Acrobat, and cloud-based systems are required, along with the ability to learn new software quickly.

What are the qualifications necessary to apply?

Candidates must have advanced administrative experience, strong organizational and communication skills, the ability to track large numbers of tasks/documents, and experience in arranging complex domestic travel and processing expense reports.

Is there a drug testing requirement for applicants?

Yes, external applicants selected for this position must pass a post-offer, pre-employment drug test, which includes testing for the use of marijuana due to federal law.

What kind of environment will I be working in?

You will be working in a fast-paced environment with frequent interruptions and conflicting priorities while providing support to the Environment Safety and Health (ES&H) organization.

Can I get assistance with the application process if I need it?

Yes, if you require a reasonable accommodation during the application or recruiting process, you can submit a request using the online form provided.

Are there opportunities for career advancement at LLNL?

Yes, Lawrence Livermore National Laboratory is committed to the professional development of its employees and offers various programs and opportunities for career advancement.

What is the pay range for this position?

The pay range for this position is $35.98 to $43.67 hourly for the 405.4 level, with several factors considered when determining starting pay.

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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."​