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
$34.63 – $42.05 Hourly (405.4)
Please note that the pay range information is a general guideline only. Many factors are taken into consideration when setting starting pay including education, experience, the external labor market, and internal equity.
Job Description
The Project Management Office (PMO) has an opening for an Administrative Specialist to provide high-level administrative support to the Senior Leadership team and their direct reports. The successful candidate will perform a full range of complex and difficult administrative assignments in a dynamic and fast-paced environment with frequent interruptions and multiple conflicting priorities. This position reports directly to the PMO Office Manager under the direction of Senior Administrator and Project Management Office Administrator.
The Project Management Office (PMO) provides LLNL with engineering, design, estimating, construction, and project management services. PMO provides infrastructure services to enable cutting-edge research and development in the areas of defense technologies, global security, laser science, bioscience, and more. PMO offers cradle to grave infrastructure services to achieve reliable delivery of completed projects with priority on safety, collaboration, and a workforce working toward our shared vision.
In this role, you will
- Serve as a resource to the senior leadership team and their direct reports in daily matters to gather, clarify, coordinate, and disseminate information and activities, which will require working closely with internal and external customers.
- Supports senior leadership and independently set priorities when committing the manager’s time; organize and coordinate complex and often confidential calendars.
- Coordinate, select, compile, and finalize a variety of documents and emails on behalf of leadership, most of which contain sensitive or privileged information, including correspondence, itineraries, reports, presentations, complex forms, for internal and/or external document comments/reviews.
- Assist in coordination of administrative activities, establish, and maintain databases, spreadsheets, or tracking systems to document and track status of action items.
- Arrange and coordinate meetings and visits involving high level internal and external contacts, including badging, scheduling meeting rooms, coordinating hospitality, preparing agendas, and distributing information.
- Arrange complex domestic and international travel and independently adjust complex itineraries as required for senior leadership.
- Identify and make recommendations for process improvements, developing and implementing new techniques and procedures as appropriate while interpreting institutional and organizational policies and procedures.
- Serves as primary Time Administrative Coordinator for PMO departmental payroll accounts.
- 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 experience, with accurate keyboarding, editing, grammar, and proofreading skills.
- Experience interacting with all levels of personnel, both internally and externally to an organization, while exercising a high degree of discretion, mature judgment, and tact in handling issues of a classified/sensitive nature.
- Experience researching, interpreting, formulating recommendations, and applying related policies and procedures and ability to be proactive to meet project management needs and requirements while tracking, compiling, and monitoring data.
- Excellent organizational and attention to detail skills, flexibility, and ability to prioritize multiple and complex tasks, often with conflicting priorities and deadlines.
- Excellent communication and interpersonal skills necessary to effectively explain, present, and resolve diverse and multi- faceted issues using creative problem-solving skills.
- Experience working with complex software applications and ability to learn new data management systems with advanced skills in Microsoft Office Suite, email, and calendaring applications.
- Experience working effectively as a team member as well as independently.
Qualifications we desire
- Previous administrative experience at LLNL.
Additional Information
Why Lawrence Livermore National Laboratory?
- Included in 2021 Best Places to Work by Glassdoor!
- Work for a premier innovative national Laboratory
- Comprehensive Benefits Package
- Flexible schedules (*depending on project needs)
- Collaborative, creative, inclusive, and fun team environment
Learn more about our company, selection process, position types and security clearances by visiting our Career site .
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?
- 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, wewill initiate a Federal background investigation to determine if youmeet 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.
Beware of Fraudulent Job Postings. LLNL’s hiring practices:
- Never requires job applicants to pay an application/training fee or submit personal documents like bank account details, passport number, Social Security number, tax forms or credit card information as part of the application process.
- For interviews and to be granted access to a Federal facility, a LLNL employee will contact you directly to collect visa, passport number, and/or Social Security number. To vet the authenticity of the employee please have them provide you their name and phone number and verify at people.llnl.gov.
- Involves at least one interview (virtual or in-person) and never interviews job applicants through chat platforms such as Google Hangouts, or via correspondence through text and instant messaging systems.
- Only sends email communications to job applicants from domain “@llnl.gov” or via their applicant tracking system, [email protected] . Occasionally LLNL uses third-party vendors that will contact you about job opportunities. If a recruiter contacts you to apply, you will always be directed to our career page to apply through our career site.
- Encourages all applicants to visit LLNL’s careers page at www.llnl.gov/join-our-team/careers if they saw the job posting on another site prior to applying to ensure the job posting is accurate and valid.
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.
CaliforniaPrivacy Notice
The California Consumer Privacy Act (CCPA) grants privacy rights to all California residents. The law also entitlesjob 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 .