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US/UK Office Administrator - ACTIVE SECURITY CLEARANCE REQUIRED

Company: Lawrence Livermore National Laboratory
Location: Livermore
Posted on: June 2, 2021

Job Description:

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.

Job Description

The Weapons and Complex Integration Directorate has an opening for a US/UK Office Administrator in the Principal Associate Director's Office. This individual will act as the primary administrative point-of-contact for all US/UK interactions between the Laboratory and the United Kingdom under the 1958 US/UK Mutual Defense Agreement (MDA). Will frequently interact with UK dignitaries at the highest levels, overseeing bilateral coordination, tracking of visits/travel between the two countries as well as the passing of clearances. Will assist with the development of agendas as well as provide guidance to all employees who host visits or travel to the UK. Will supervise one administrative employee. Will have frequent interactions with LLNL management at all levels and prominent external officials from offices that include Congressional, Military, Industrial, Academic, Foreign, DOE and NNSA. This position reports to the WCI Directorate Administrator.

ESSENTIAL DUTIES

  • Oversee and manage all US/UK Office operations. Key operations include LLNL Visits (travel and secure video conferences), transfers of OUO and classified/atomic information, and process development, oversight, and implementation, updating as necessary.
  • Supervise one administrative employee on the US UK team.
  • Lead and implement the requirements and processes for US UK visits on behalf of LLNL.
  • Be primary administrative point of contact that oversees all aspects of visits for dignitaries and high-level guests. This will include the need to investigate, plan and oversee all aspects of visits and requiring frequent interaction with high level Laboratory management, program leaders, and VIP visitors including officials and representatives from various government agencies, academia and the private sector.
  • Research and establish goals with the host organization and set priorities for the visit.
  • Research and coordinate discussion topics and briefings with appropriate senior management and programmatic offices and develop visitor agendas and schedules.
  • Independently resolve unexpected and unusual problems, deviations, delays and questions for US UK Operations, making substitutions and changes on a moment's notice.
  • Act as the point-of-contact and resource to the visitor, including foreign national guests, regarding their Laboratory visit, including briefings, discussion topics, agendas, access requirements, clearance requirements, badging, prohibited items, cyber security, and ISM and E&SH procedures.
  • SME for administrative LLNL policies and how they impact and apply to work under the 1958 MDA including information sharing, information markings, agendas, access requirements, clearance requirements, badging, prohibited items, cyber security, and ISM and E&SH procedures.
  • Be knowledgeable about and speak to JAEIG, DOD, NNSA and UK policies that apply to US UK collaborations.
  • Be a key customer interface for US UK questions and topics.
  • Maintain and deploy the US UK Office outreach resources, including internal website, SharePoint, and training tools.
  • Serve on committees representing the US UK and WCI PAD offices.
  • Maintain extensive documentation and keep Directorate Administrator apprised of visits.

Qualifications

  • AA degree or demonstrated competence obtained through a combination of experience, education, and/or training.
  • Experience investigating, planning and overseeing visits, meetings, conferences, agendas, discussion topics, and briefings requiring complex arrangements and multiple activities and details, involving participants from the most senior levels of the organization.
  • Demonstrated interpersonal skills with the ability to handle sensitive and confidential issues with tact and discretion and experience effectively interacting with a wide spectrum of personnel in government, academia, or the private sector.
  • Demonstrated problem-solving and decision-making skills necessary to independently recommend and perform actions and solutions, frequently and on very short notice.
  • Demonstrated organizational skills, flexibility, and ability to prioritize multiple and complex tasks with short deadlines and frequent interruptions.
  • Effective communication skills necessary to explain, present, direct, negotiate and influence others.
  • Demonstrated excellent writing skills for developing formal correspondence, agendas, reports and procedures.
  • Ability to work independently, as well as in a team environment, under frequently changing priorities.
  • Demonstrated accuracy and attention to details.
  • Demonstrated efficiency on computers and proficiency with word processing software including the Microsoft Office suite of tools.
  • Active DOE Q clearance required at the time of hire.

DESIRED QUALIFICATIONS:

  • Supervisory or administrative lead experience.
  • Broad, institutional knowledge of the Laboratory and its programs.
  • Knowledge of Laboratory administrative policies and procedures and requirements for security, cyber security, ISM and ES&H.
  • Advanced knowledge of personal computers and database software.
  • Thorough knowledge of DOE and LLNS policies and procedures and organizational structure.
  • Familiarity with LLNL webinar applications (e.g., Webex and MS Teams), VTC reservation process, and open and closed side team collaboration/sharing platforms (e.g., SharePoint, DMS, server foldering, etc.).

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.

Security Clearance

LLNL is a Department of Energy (DOE) and National Nuclear Security Administration (NNSA) Laboratory. Most positions will require a DOE L or Q clearance (please reference Security Clearance requirement). 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. An L or Q 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. For additional information please see DOE Order 472.2.

Equal Employment Opportunity

LLNL is an affirmative action and equal opportunity employer that values and hires a diverse workforce. 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.

If you need assistance and/or a reasonable accommodation during the application or the recruiting process, please submit a request via our online form.

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.

Keywords: Lawrence Livermore National Laboratory, Livermore , US/UK Office Administrator - ACTIVE SECURITY CLEARANCE REQUIRED, Other , Livermore, California

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