Administrative Specialist Iv, Innovation And Partnerships Office

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 important for continued success of the Laboratory’s mission.
Pay Range
$35.98 to $43.67 Hourly
Job Description
We’re looking for an Administrative Specialist IV to provide a wide range of diverse administrative and organizational activities in an office that manages laboratory interactions involving outside partnerships, agreements and intellectual property. Under minimal supervision, you will perform a full range of administrative assignments often with frequent interruptions and conflicting priorities which require independent judgment and follow through. This position is in the Innovation and Partnerships Office (IPO) within the Deputy Director’s Office, Science and Technology (DDST).
You will
Represent the office in daily matters to gather, clarify and disseminate information and coordinate activities; respond on their behalf on administrative matters to all levels of personnel, both internal and external to the Laboratory.
Manage complex calendars which includes independently determining scheduling priorities, and resolving scheduling conflicts.
Arrange moderately complex domestic and foreign travel and itineraries.
Submit expense, payment, and membership requests, as well as arranging clearance transfers as needed.
Coordinate large internal meetings and external visits, preparation of agendas, badging and information dissemination, tours, hospitality, and execution of day-of meeting oversight.
Support annual or bi-annual entrepreneurship training and National Lab Accelerator Pitch events; secure location, process registration site; day of logistics.
Serve as the property representative and training coordinator.
Serve as the main timekeeper.
Coordinate support for institutional award programs R&D 100 and FLC.
Provide backup support to other IPO/DDST administrative personnel as needed.
Perform other duties as assigned.
Qualifications
Ability to secure and maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship.
Experience coordinating administrative processes working with both internal and external entities.
Experience representing management to diverse internal and external contacts.
Administrative and organizational skills, including attention to detail, flexibility, and experience independently coordinating and prioritizing multiple and complex work activities.
Experience interacting with all levels of personnel exercising a high degree of discretion, mature judgement, and tact in handling issues of a sensitive nature.
Demonstrated effective verbal, written, and interpersonal communication skills.
Demonstrated analytical skills with the ability to anticipate, identify, and resolve complex issues effectively.
Ability to work effectively with short deadlines and frequent interruptions.
Advanced knowledge of personal computers and associated software including MS Office applications, WebEx and equivalent applications.
Working knowledge of collaborative software platforms used at LLNL e.g., MS Teams, OneDrive and SharePoint, with the ability to set up, manage and administer collaborative groups using such platforms.
Desired Qualifications
Familiarity with LLNL’s policies and procedures.
Knowledge of LLNL business applications and processes such as LEAP, TIME, EAM, LTRAIN, ePay, and Cliqbook
Significant experience and/or education in a related business, operational, and/or organizational area.
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.
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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.