Foreign Visits and Assignments Staff Member

We have an opening for a Foreign Visits and Assignments (FVAO) staff member who will primarily support FVAO activities and provide secondary support to the Badge Office team. Working in a demanding, team-oriented environment, the position requires flexibility, discretion, tact, and a strong commitment to customer service while facilitating access to LLNL. You will perform a combination of complex and difficult administrative and task-oriented function with multiple components and conflicting priorities, following standard policies and procedures. You will independently solve problems of broad scope and complexity, interpret applicable policies and procedures, and develop, implement, and maintain new techniques and procedures for the functional FVAO work unit. Errors may have moderate to high consequences for foreign-national visit and assignment processing, access authorization, protection of sensitive information, DOE and LLNL compliance, and timely Laboratory operations. This position requires a high level of customer service experience to carry out duties in a manner responsive to customer needs and effectively interact with personnel at all levels, both internal and external to the Laboratory. This position is part of the Information and Personnel Security Division’s Badge Office and FVAO functions and reports directly to the FVAO Supervisor.
You will
Represent management in daily matters and interact with all levels of management, both internal and external to the Laboratory to gather, clarify, disseminate, and coordinate information and activities.
Provide intermediate level direction, leadership, coaching, and functional guidance while serving as a liaison to Foreign National (FN) hosts, Operations Security, Counterintelligence, Export Control and Director’s approval authorities to facilitate FN requests through the approval process.
Coordinate activities involving multiple components and independently solve problems of broad scope and complexity.
Formulate recommendations and establish, implement, and maintain new techniques, procedures, and processes to improve productivity and support Division functions.
Provide guidance to support service personnel in the FN approval process and serve as a resource to FN personnel as well as site personnel by interpreting policies and procedures.
Prepare correspondence for management signature including correspondence that may be sensitive in nature.
Safeguard sensitive information and ensure all material is properly protected in accordance with policies and procedures.
Support the Badge Office team by reviewing and processing employee, non-employee, and visitor badge and access requests, verifying required approvals, maintaining accurate records, and resolving routine access questions in accordance with established policies and procedures.
Use the Visitor Tracking System and FACTS, the Department of Energy’s electronic system for tracking and documenting foreign national visits and assignments, to process requests and maintain accurate records in accordance with applicable policies and procedures.
Exercise operational authority for assigned FVAO processes by assessing complex or escalated requests, determining appropriate actions within established policy, coordinating corrective actions, and escalating exceptions or policy matters as appropriate.
Perform other duties as assigned.
Ability to secure and maintain a U.S. Department of Energy (DOE) Q-level security clearance, which requires U.S. citizenship.
Specialized and advanced knowledge of office procedures, techniques, and methods, along with advanced administrative experience and accurate keyboarding, editing, grammar, and proofreading skills.
Excellent organizational skills, with the ability to manage and complete complex projects.
Experience working independently under minimal supervision in a multitask environment with rapidly changing priorities, critical deadlines, and frequent interruptions.
Self-motivation and flexibility, with a high degree of discretion and mature judgment when handling business sensitive and/or classified information and interacting with personnel.
Excellent communication and interpersonal skills, with the ability to interact effectively with a diverse workforce and represent the organization to all levels of management, both internal and external to LLNL, using mature judgment, tact, and discretion.
Advanced problem-solving and decision-making skills, with the ability to anticipate, identify, and independently determine and implement appropriate actions and solutions within established authority, and escalate exceptions or policy matters as appropriate.
Experience working effectively as a team member and independently.
Advanced computer skills and experience with the Microsoft Office Suite and Adobe Acrobat, and the ability to learn new software quickly.
Pay Range
$38.03 - $45.63 hourly
This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting; pay will not be below any applicable local minimum wage. An employee’s position within the salary range will be based on several factors including, but not limited to, specific competencies, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, and business or organizational needs.

Employment type
Full-time

Work arrangement
No