Administrative Specialist

Administrative Specialist

We have an opening for an Administrative Specialist. This work will take place within the National Ignition Facility & Photon Science (NIF&PS) Directorate, home to the world's most energetic laser. It is an exciting time to join the team that achieved fusion ignition in December 2022, a historic moment in science, opening new physics regimes and setting the stage for new fusion energy possibilities.

Under minimal supervision, you will perform a full range of moderately difficult task-oriented administrative assignments in a dynamic and fast-paced environment. This requires flexibility to multi-task as you will encounter frequent interruptions and be tasked with conflicting priorities. This position will support the Optics & Materials Science & Technology (OMST) Organization within the NIF&PS Directorate.

In this role you will:

• Represent management and serve as a resource in daily routine matters; serve as a resource on organizational policies and procedures.
• Coordinate, gather, and compile data from various sources and prepare complex reports and presentations.
• Independently answer inquiries, make appropriate referrals, follow through on requests; review, prioritize, and disseminate incoming mail.
• Manage complex calendars which includes independently scheduling appointments.
• Establish and maintain databases, spreadsheets, and tracking/filing systems.
• Coordinate internal and external campus visits, which may include classified parameters, preparation of agendas, coordinating schedules, coordinating interviews and seminars, foreign national paperwork, badge requests, incoming and outgoing clearance transfers, and other involved information dissemination.
• Coordinate onsite and/or virtual interviews, including correspondence, agendas, compiling, and disseminating interview comment sheets for review by committee.
• Arrange domestic and foreign travel, itineraries, and process expense reports.
• Generate correspondence on own initiative and compose correspondence for management signature which may be sensitive in nature. Serve as a resource and interpret organizational policies and procedures.
• Perform other duties as assigned.

• Ability to secure and maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship.
• Advanced administrative knowledge and experience including accurate keyboarding, editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods.
• Excellent organizational skills, attention to detail, accuracy and follow through.
• Advanced experience working under minimal supervision, in an environment of rapidly changing priorities, deadlines, and frequent interruptions.
• Excellent communication and interpersonal skills necessary to interact with a various workforce and represent the organization with all levels of management, internal and external to the Laboratory, using tact, diplomacy, and discretion.
• Advanced experience with problem-solving and decision-making skills to identify and make recommendations for administrative problems.
• Ability to be self-motivated and flexible, exercising discretion and mature judgment in handling business sensitive and/or classified information, as well as personnel interactions.
• Advanced computer skills and experience with Microsoft Office Suite, database and calendaring software, and the ability to learn new software quickly.
• Experience arranging domestic and/or foreign travel.
• Experience organizing conferences, workshops, and large meetings, which may include classified information.

Qualifications we desire:

• Knowledge of LLNL administrative policies, procedures, techniques, and methods.
• Experience working in a classified environment and handling classified documents.
• Experience working in Smart Recruiters, File Maker Pro, and Windchill.
• Experience with the following LLNL systems: LEAP, Concur CWT, ePay, eCaps, FTS, and VTS.

Pay Range: $38.03 - $45.63 Hourly

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…