Administrative Specialist - Materials Science Division
Administrative Specialist - Materials Science Division
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1 Vacancy
Job Description
We have an opening for an Administrative Specialist IV in the Materials Science Division of the Physical & Life Sciences Directorate.. Under limited supervision you will perform a full range of moderately difficult administrative assignments in a dynamic and fast-paced environment with frequent interruptions and conflicting priorities.
This position offers a hybrid schedule blending in-person and virtual presence. You will have the flexibility to work from home one or more days per week.
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.
- Prepare review and/or compose administrative material for management signature and independently track action items ensuring timely flow of paperwork.
- Coordinate select and compile data from multiple sources for both classified and unclassified correspondence complex reports and presentations.
- Establish and maintain multifaceted databases spreadsheets files and tracking systems.
- Identify and make recommendations for process improvements.
- Independently schedule appointments and maintain complex calendars.
- Coordinate external visits including verification of security clearances preparation of agenda badging and information dissemination.
- Perform other duties as assigned.
Qualifications :
- Ability to secure and maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship.
- Advanced secretarial and 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.
- 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.
- 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.
- Advance computer skills and experience with the Microsoft Office Suite and database and calendaring software and the ability to learn new software quickly.
- 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.
Qualifications we desire
- Experience with Visitor Tracking System (VTS) and Foreign Travel System (FTS).
- Experience arranging domestic and/or foreign travel.
Additional Information :
#LI-Hybrid
Position Information
This is a Career Indefinite position open to Lab employees and external candidates.
Why Lawrence Livermore National Laboratory
- Included in 2025 Best Places to Work by Glassdoor!
- Flexible Benefits Package
- 401(k)
- Education Reimbursement Program
- Flexible schedules (*depending on project needs)
- Our values - visit 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.
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Remote Work :
No
Employment Type :
Full-time
Employment Type
Full-time
