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Division Administrative Specialist IV

Location:  Livermore, CA
Category:  Administrative/Management
Job ID: 103920
Job Code: 
Date Posted: 

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Science and Technology on a Mission!

For more than 60 years, the Lawrence Livermore National Laboratory (LLNL) has applied science and technology to make the world a safer place.

We have an opening for an Administrative Specialist IV to support the Compensation and Benefits Divisions, where under minimal supervision, you will perform a full range of complex and difficult administrative assignments in a dynamic and fast-paced environment with frequent interruptions and conflicting priorities which require independent judgment and follow through.  You will have frequent interactions with all levels of management., internal and external to the Laboratory.  This position is in the Compensation Division and the Benefits Division.

Essential Duties
- Represent Division Leaders and staff in daily matters to gather, clarify and disseminate information and coordinate activities; respond on their behalf on administrative matters to all levels of management, both internal and external to the Laboratory.
- Coordinate, select, and compile data from multiple sources, including sensitive data, for complex reports and presentations.
- Generate correspondence on own initiative and compose correspondence for management’s signature which may be sensitive in nature. Prepare, keyboard, edit, format, and finalize letters, memorandums and reports, presentation materials, and documents including complex graphics.
- Manage complex calendars and schedules for the Division Leaders and staff which includes independently determining scheduling priorities and resolving scheduling conflicts.  
- Coordinate projects and activities; initiate contacts with various Lab personnel, track activities and transactions, resolve discrepancies, and follow through on action items.
- Plan, organize, and coordinate complex meetings, visits, training sessions, and workshops, with multiple components involving internal and external participants and coordinate Division meeting agendas and compile and publish meeting minutes.
- Coordinate divisions' human resource activity; prepare job listings and hire packages, process personnel actions and support annual performance appraisal process.
- Arrange travel, process training requests and registration, and prepare travel expense reports.
- Perform other duties as assigned.

- Advanced administrative and secretarial experience, including: accurate keyboarding, formatting documents, editing, grammar and proofreading skills; advanced knowledge of office procedures, techniques, and methods.
- Advanced communication and interpersonal skills using tact, diplomacy, and discretion when dealing with sensitive issues and work in a diverse environment.
- Advanced organizational skills; ability to anticipate, identify and resolve problems; prioritize workload and successfully handle multiple and competing tasks to meet short deadlines and achieve results.
- Experience in a service environment utilizing customer service skills necessary to maintain effective working relationships with employees, co-workers, clients, and organizational service units.
- Experience effectively interacting with all levels of management, peers and customers internal and external, as well as foster mutual support among the staff.
- Advanced computer software skills, with experience using personal computers and associated software, such as Microsoft Word, Excel, and PowerPoint, and the ability to quickly learn new software applications. Experience developing presentations in PowerPoint, including complex graphics and charts.
- Experience independently managing complex calendars and making travel arrangements for managers and staff.
- Experience handling sensitive personnel information with discretion and tact.  Demonstrated ability to handle multiple, highly complex tasks with changing priorities.

Pre-Employment Drug Test:  External applicant(s) selected for this position will be required to pass a post-offer, pre-employment drug test.

Security Clearance:  This position requires a Department of Energy (DOE) L-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.  In addition, all L or Q cleared employees are subject to random drug testing.  L-level clearance requires U.S. citizenship.  If you hold multiple citizenships (U.S. and another country), you may be required to renounce your non-U.S. citizenship before a DOE L or Q clearance will be processed/granted.

Note:   This is a Career Indefinite position. Lab employees and external candidates may be considered for this position.

About Us

Lawrence Livermore National Laboratory (LLNL), located in the San Francisco Bay Area (East Bay), is a premier applied science laboratory that is part of the National Nuclear Security Administration (NNSA) within the Department of Energy (DOE).  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 has a current annual budget of about $1.8 billion, employing approximately 6,500 employees.


LLNL is an affirmative action/ equal opportunity employer. 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, protected veteran status, age, citizenship, or any other characteristic protected by law.