Jennifer Clark
Mountain House,CA
Summary
Dependable, organized, and experienced Administrative Professional. Experienced in handling multiple advanced administrative functions with exceptional customer service, interpersonal, and organizational skills. Demonstrated the ability to work effectively in a group or independently.
Overview
14
14
years of professional experience
Work History
Lead Administrative Specialist 405.4 – Computing/ITO Division
Lawrence Livermore National Laboratory
09.2015 - Current
- Under minimal supervision provides advanced administrative support for the ITO Division Leader, Deputy Division Leaders, Group Leaders, and technical staff
- Serve as the primary division point of contact for hiring activities including interfacing with PADO staff and TA
- Create and process all job postings (26 FY23), schedule interviews (89 FY23), and write and process hire packages (62 FY23)
- Act as Lead division secretary, helping to balance workload and guide other 405.4 team member
- Served as PAS Initiator and backup TAC
- Helped develop and maintain ITO Division SharePoint site
- Track and process all IP conversion 6-month evaluations, 10-month assessments, and anniversary PAs
- Track, proofread, review for content, upload division PAs (220+) during IPPP
- Provide administrative support for Division Ranking sessions
- Independently gather information from multiple sources, compile data, and prepare complex reports, presentations, and correspondence
- Respond to frequent routine requests, screen telephone calls, independently answer inquires and/or refer to appropriate staff
- Coordinate domestic travel which may include special and extensive requirements
- Prepare and submit requests for conferences and training, as well as related expense reports and maintain records
- Process and track procurement requests for miscellaneous office supplies, books, and equipment.
Administrative Specialist 405.4 – WCI/ASC Program
Lawrence Livermore National Laboratory
01.2014 - 09.2015
- Under minimal supervision, plan and perform a wide range of advanced and diverse administrative functions for the ASC Program Director, Deputy Program Director, and other Program Managers
- Interact with Laboratory senior management as well as NNSA ASC Headquarters management
- Independently organized, prioritized, and coordinated calendars for the ASC Program Director and Deputy Director with full authority to commit time and effort; screened calls and visitors, responded to inquiries as appropriate, and resolved routine administrative issues
- Represented ASC Program in daily administrative matters; interacted with high level internal and external personnel to support Program goals
- Composed correspondence for management and own signature including reports, agendas, and memoranda
- Researched, assembled, and analyzed information and data from multiple and diverse sources; coordinated findings and other information with senior-level individuals internal and external to the Laboratory
- Reviewed and answered inquiries on own initiative and determined if action is required
- Referred matters to appropriate parties for action and follow up to ensure closure in a timely manner
- Proofread and edited memos, emails, and organizational charts
- Organized, coordinated, and executed on- and off-site meetings for the Program Office (both classified and unclassified) including badging, preparing agenda, and hospitality/catering
- Coordinated foreign and domestic travel which may include special and extensive requirements
- Prepared Visitor Tracking System requests and Consultant Agreements
- Prepared and submitted clearance justifications and access requests
- Served as point of contact to schedule and coordinate all High Performance Computing (HPC) tours
- Managed complex spreadsheet and database with highly detailed information on High Performance Computing allocations and funding
- Worked closely with Protocol Office to schedule high-level meetings and tours
- Acted as primary back-up to Program Administrator
- Oversaw the 2013 ASC Predictive Science Panel Review in the absence of the Program Administrator.
Administrative Specialist 405.3 - Security Organization/Grants and Terminations
Akima Infrastructure & Lawrence Livermore National Laboratory
11.2010 - 01.2014
- Administrative Assistant in the Personnel Security Division responsible for processing clearance grants and terminations
- Interacted with all levels of personnel within the Laboratory, DOE Service Center and non-DOE personnel
- Worked as part of the team to provide support related to pre-employment background investigations, long-term site access, and clearance requests
- Supported the Westgate Badge Office with customer issues related to badging, terminations, and contract dates
- Entered data into appropriate LLNL/Security Organization databases; VISION, ISIS, and FileMaker Pro for tracking, monitoring and statistical purposes of employees, non-employees, subcontractors, and visitors
- Processed and submitted reports to DOE for job changes, terminations, name changes, and spouse/cohabitant reporting
- Monitored Leave of Absence Queue for Q/L cleared individuals to maintain compliance with DOE orders
- Processed non-employee access requests, new hire employee reports, daily clearance terminations and grants
- Created and submitted badge requests for investigators for multiple outside agencies
- Composed, coordinated, and compiled administrative reports, spreadsheets, documents, and correspondence
- Ensured Clearance Justification forms were received and processed in a timely manner in compliance with Security Policies and predetermined DOE timeframes
- Assisted in maintaining accurate filing systems, both electronic and hardcopy
- Kept detailed notes of current procedures for assisting other team members in updating and revising of desk books
- Provided backup support to the Preliminary Background Investigations and Questionnaire for National Security Positions (QNSP) Sections through section cross-training
- Reviewed and screened pre-employment applications and determined processing requirements
- Assisted Central Clearance Group Leads with requests for initial clearances and reinvestigations by providing QNSP reviews to ensure accuracy for submission to DOE
- Ensured all work is in accordance with ES&H and Security requirements and policies.
Education
Coursework toward associate in science (A.S.) - Business Administration -
Las Positas College
Skills
- Active DOE Q Clearance
- Extensive experience with LLNL systems (SmartRecruiters/CAT, LAPIS, LEAP, SharePoint, eCaps/ePay, TIME, FMP)
- Ability to exercise a professional level of diplomacy, discretion, and professionalism to establish and maintain effective working relationships with diverse personalities
- Advanced communication skills
- Advanced ability to coordinate and prioritize multiple activities and deadlines in a fast-paced environment with heavy workload
Timeline
Lead Administrative Specialist 405.4 – Computing/ITO Division
Lawrence Livermore National Laboratory
09.2015 - Current
Administrative Specialist 405.4 – WCI/ASC Program
Lawrence Livermore National Laboratory
01.2014 - 09.2015
Administrative Specialist 405.3 - Security Organization/Grants and Terminations
Akima Infrastructure & Lawrence Livermore National Laboratory
11.2010 - 01.2014
Coursework toward associate in science (A.S.) - Business Administration -
Las Positas College