Administrative Specialist - Office Of Government & External Affairs (Ogea) - Security Clearance Required

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 committed to a diverse and equitable workforce with an inclusive culture that values and celebrates the diversity of our people, talents, ideas, experiences, and perspectives. This is essential to innovation and creativity for continued success of the Laboratory's mission. Pay Range $35.98 - $43.67 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 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 We have an opening for an Administrative Specialist to work in our dynamic and fast-paced office. You will perform a full range of advanced and complex administrative assignments with frequent interruptions and conflicting priorities which require a high degree of flexibility, independent judgment, 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 will support the Office of Government & External Affairs (OGEA), including the Engagement Manager for high-level events, and the Laboratory Tour Program, within the Director's Office. In this role you will Represent management in daily matters to gather, clarify, communicate, coordinate, and disseminate information and activities, which will require working closely with internal and external customers and serve as a resource for organizational policies and procedures. Support the OGEA Engagement Manager in the coordination of events and visits, including verification of security clearances, preparation of agenda, badging, and information dissemination. This includes planning, providing on-site support, organizing, and coordinating complex technical meetings with high-level management, classified and unclassified content, stakeholders internal and external to LLNL as well as international. Independently prepare event documentation, perform data gathering, coordinate internal and/or external document comments/reviews, compile and summarize analytical reports. Work with the OGEA Engagement Manager in the coordination and administration of the Laboratory Tour Program, including badging, tour scheduling, tour logistics support, and information dissemination. Coordinate, select, and compile data from multiple sources for complex reports and presentations. Establish and maintain multifaceted databases, spreadsheets, and tracking systems to document; overseeing the status of action items and facilitate improvements to processes. Manage complex calendars; independently determine scheduling priorities, committing, and managing time, and plan, organize and coordinate complex meetings. Generate correspondence on own initiative and compose correspondence for management signature which may be sensitive in nature. Prepare, review, and/or compose administrative material for management signature and independently track action items, ensuring timely flow of paperwork. Arrange complex domestic travel and independently make complex itinerary adjustments as required. Perform other duties as assigned. Qualifications Ability to secure and maintain a U.S. DOE Q-level security 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. Experience working effectively in a fast-paced team environment, building and nurturing team spirit across the organization, and effectively partnering with others to attain goals and boost the effectiveness of the organization. Excellent organizational skills with experience working under minimal supervision, prioritizing multiple tasks with frequent interruptions and critical deadlines, while showing flexibility, attention to detail, discretion, and accuracy. Advanced communication and interpersonal skills necessary to interact effectively with a diverse workforce and represent the organization with all levels of management, internal and external to the Laboratory, using tact, diplomacy, and discretion. Proven 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 and/or classified information, as well as personnel interactions. Advanced computer skills and experience with Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Microsoft Outlook Adobe Acrobat, and the ability to learn new software quickly. Qualifications we desire An active Department of Energy (DOE) L-level or Q-level clearance or active Secret or Top-Secret clearance issued by another U.S. government agency at the time of hire . Knowledge of external organizations related to (DO/PAD/Directorate) business, including Federal and State government. Knowledge and understanding of the Laboratory's policies and procedures. Knowledge of LLNL and/or DOE policies, procedures, and requirements. Knowledge of LLNL business applications and processes such as LEAP, LTRAIN, ePay, VTS, Entrust, CVENT and Cliqbook. Additional Information All your information will be kept confidential according to EEO guidelines. Position Information This is a Career Indefinite position, open to Lab employees and external candidates. Why Lawrence Livermore National Laboratory? Included in 2024 Best Places to Work by Glassdoor! Flexible  Benefits Package 401(k) Education Reimbursement Program Flexible schedules (*depending on project needs) Inclusion, Diversity, Equity and Accountability (IDEA) - visit  https://www.llnl.gov/diversity Our core beliefs - visit  https://www.llnl.gov/diversity/our-values   Employee engagement - visit  https://www.llnl.gov/diversity/employee-engagement Security Clearance This position requires a Department of Energy (DOE) Q-level clearance.  If you are selected, we will initiate a Federal background investigation to determine if you meet eligibility requirements for access to classified information or matter. Also, all L or Q cleared employees are subject to random drug testing.  Q-level clearance requires U.S. citizenship.  Pre-Employment Drug Test External applicant(s) selected for this position must pass a post-offer, pre-employment drug test. This includes testing for use of marijuana as Federal Law applies to us as a Federal Contractor. Wireless and Medical Devices Per the Department of Energy (DOE), Lawrence Livermore National Laboratory must meet certain restrictions with the use and/or possession of mobile devices in Limited Areas. Depending on your job duties, you may be required to work in a Limited Area where you are not permitted to have a personal and/or laboratory mobile device in your possession.  This includes, but not limited to cell phones, tablets, fitness devices, wireless headphones, and other Bluetooth/wireless enabled devices.   If you use a medical device, which pairs with a mobile device, you must still follow the rules concerning the mobile device in individual sections within Limited Areas.  Sensitive Compartmented Information Facilities require separate approval. Hearing aids without wireless capabilities or wireless that has been disabled are allowed in Limited Areas, Secure Space and Transit/Buffer Space within buildings. How to identify fake job advertisements Please be aware of recruitment scams where people or entities are misusing the name of Lawrence Livermore National Laboratory (LLNL) to post fake job advertisements. LLNL never extends an offer without a personal interview and will never charge a fee for joining our company. All current job openings are displayed on the Career Page under "Find Your Job" of our website. If you have encountered a job posting or have been approached with a job offer that you suspect may be fraudulent, we strongly recommend you do not respond. To learn more about recruitment scams:  https://www.llnl.gov/sites/www/files/2023-05/LLNL-Job-Fraud-Statement-Updated-4.26.23.pdf Equal Employment Opportunity We are an equal opportunity employer that is committed to providing all with a work environment free of discrimination and harassment. All qualified applicants will receive consideration for employment without regard to race, color, religion, marital status, national origin, ancestry, sex, sexual orientation, gender identity, disability, medical condition, pregnancy, protected veteran status, age, citizenship, or any other characteristic protected by applicable laws. We invite you to review the Equal Employment Opportunity posters which include EEO is the Law and Pay Transparency Nondiscrimination Provision . Reasonable Accommodation Our goal is to create an accessible and inclusive experience for all candidates applying and interviewing at the Laboratory.  If you need a reasonable accommodation during the application or the recruiting process, please use our online form to submit a request.  California Privacy Notice The California Consumer Privacy Act (CCPA) grants privacy rights to all California residents. The law also entitles job applicants, employees, and non-employee workers to be notified of what personal information LLNL collects and for what purpose. The Employee Privacy Notice can be accessed here .