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Physics World · 19 hours ago

Hiring and Onboarding Administrative Specialist

Livermore, CA

Full-time

Hybrid

Entry, Mid Level

$33.08/hr - $45.63/hr

Lawrence Livermore National Laboratory (LLNL) is seeking a Hiring & Onboarding Administrative Specialist to provide administrative and coordination support for hiring activities within the Defense Technologies Engineering Division. The role involves candidate tracking, coordinating interviews, maintaining hiring documentation, and supporting requisition workflows.

Publishing

No H1B

Security Clearance Required

U.S. Citizen Only

Responsibilities

Represent management and serve as a resource in daily routine matters; serve as a resource on organizational policies and procedures

Gather information from various sources, compile data, and prepare complex reports and presentations

Coordinate internal and external visits and interviews, including the preparation of agendas, coordination of calendar schedules, travel approvals and reimbursements, verification of security clearances, badge requests, and information dissemination

Establish and maintain databases, spreadsheets, and tracking/filing systems

Organize and coordinate meetings and small conferences, arrange travel and itineraries, and independently schedule appointments and maintain calendars

Assist with the hiring process, including preparing job postings, gathering appropriate information, tracking applicants, and processing hire packages

Perform other duties as assigned

Coordinate, select, and compile data from multiple sources for complex reports and presentations

Generate correspondence on own initiative and compose correspondence for management signature which may be sensitive in nature. Serve as a resource and interpret organizational policies and procedures

Manage complex calendars which include independently determining scheduling priorities

Qualification

US DOE Q-level clearanceAdministrative knowledgeMicrosoft Office SuiteDatabase software experienceTravel arrangement experienceEffective communicationOrganizational skillsProblem-solving skillsInterpersonal skills

Required

Ability to secure and maintain a US DOE Q-level security clearance which requires U.S. citizenship

Administrative knowledge and experience including accurate keyboarding, editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods

Effective 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

Effective problem-solving and decision-making skills necessary to identify and make recommendations for administrative problems

Ability to be self-motivated and flexible, exercising discretion and mature judgment in handling business sensitive and/or classified information, as well as personnel interactions

Intermediate computer skills and experience with the Microsoft Office Suite and database and calendaring software, and the ability to learn new software quickly

Experience arranging domestic and/or foreign travel