Physics World · 2 hours ago
ITO Division Administrative Specialist
Livermore, CA
Full-time
Hybrid
Entry, Mid Level
$38.03/hr - $45.63/hrLawrence Livermore National Laboratory (LLNL) is seeking an Administrative Specialist to join their Information Technology Operations (ITO) Division. The role involves performing complex administrative tasks, providing support to management, coordinating travel, and organizing events in a dynamic environment.
Publishing
No H1B
Security Clearance RequiredU.S. Citizen Only
Responsibilities
Serve as a resource in day-to-day administrative matters to all levels of management, both internal and external to the Laboratory, and respond on their behalf to gather, clarify, and disseminate information and coordinate activities
Gather information from various sources, compile data, and prepare moderately complex reports and presentations
Coordinate a variety of administrative functions, including independently answering phones, managing inquiries, making appropriate referrals, ordering supplies, following through on requests, and maintaining spreadsheets, files, and tracking systems
Arrange moderately complex domestic and foreign travel and itineraries, including submitting expense reports and processing payment requests
Serve as an administrative team member and assist with organizing employee events, workshops, conferences and other special projects
Perform other duties as assigned
Provide advanced administrative support to the Division Leader, Deputy Division Leader, and Group Leaders, including managing complex calendars which includes independently determining scheduling priorities for management
Coordinate internal and external interviews, including preparation of agendas, coordinating schedules, possible foreign national paperwork, badge requests, and information dissemination
Assist with the hiring process including preparing job postings, gathering appropriate information, tracking applicants and processing hire packages
Independently compose correspondence for signature, schedule appointments, maintain calendars, track action and signature items, ensuring timely flow of paperwork, and verify accuracy prior to submission for approvals
Qualification
Required
Ability to secure and maintain a U.S. 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 with experience working under limited supervision, prioritizing multiple tasks with frequent interruptions and critical deadlines, while showing flexibility, attention to detail, discretion, tact, and accuracy
Excellent interpersonal and communication skills, mature judgment, professionalism, and discretion, necessary to interact effectively with a diverse workforce and represent the directorate
Effective problem-solving and decision-making skills necessary to anticipate, identify, and independently recommend appropriate actions and solutions to moderately difficult administrative problems
Proven ability to be self-motivated and flexible with the ability to set priorities and goals
Intermediate computer skills and experience with programs such as Microsoft Word, Excel, PowerPoint, Outlook, Entrust, Adobe Acrobat, and the ability to learn new software quickly
Experience working effectively as a team member, as well as independently
Preferred
Experience with LLNL systems and processes
Knowledge of LLNL business applications and processes such as LAPIS, SmartRecruiters, LEAP, TIME, FTS, VTS and ePay
Benefits
Flexible Benefits Package
401(k)
Education Reimbursement Program
Flexible schedules (•depending on project needs)
Company
Physics World
Physics World is print and digital science magazine that features the latest interviews, information, and news from the physics world.
Founded in 1988
11-50 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase