Division Administrative Specialist

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' (U.S.') 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.

Our mission spans four critical national security areas nuclear deterrence, threat preparedness, energy security, and multi-domain defense empowering teams to take on the toughest challenges of today and tomorrow. With a culture built on innovation and operational excellence, LLNL is a place where your expertise can make a real impact.

Job Description

We have an opening for an Administrative Specialist IV to supportthe Physical & Technical Security Division (PTSD) within the Security Organization (SO). Under minimal supervision, you will perform a full range of complex and sensitive administrative assignments in a dynamic and fast-paced environment with frequent interruptions, critical deadlines, and conflicting priorities. This position requires a high degree of flexibility, discretion, and independent judgment, and is a full-time, onsite position.

• Represent Division management in daily matters to gather, clarify, and disseminate information, coordinate activities, and respond on their behalf on administrative matters with all levels of management, internal and external to the Laboratory.
• Prepare, edit, format, and finalize correspondence and documents including letters, memorandums, reports, and presentation materials, often containing complex graphics and sensitive content.
• Serve as document coordinator for the PTSD office, ensuring division documents are processed, routed, and maintained in accordance with the SO's Conduct of Security program description and applicable procedures.
• Gather, select, coordinate, and compile information from multiple sources for complex reports, briefings, presentations, audits, assessments, reviews, and other programmatic reporting in support of PTSD activities and requirements.
• Manage complex calendars for management, independently determine scheduling priorities and as appropriate, recommend or determine meeting attendees.
• Establish, maintain, and update complex databases, spreadsheets, and filing/tracking systems, both electronic and hard copy, to support physical and technical security program needs, audits, assessments, and reviews.
• Coordinate external visits in support of PTSD activities, including verification of security clearances, preparation of agendas, badging coordination, and dissemination of visit information and requirements.
• Arrange complex domestic and as needed, foreign travel and itineraries, which may include clearance and visit authorization arrangements, and ensure compliance with relevant policies and procedures.
• Serve as a resource to staff by interpreting and communicating organizational and SO policies, procedures, and administrative requirements.
• Participate in implementing and improving administrative processes and workflows within the PTSD to enhance efficiency and alignment with organizational requirements.
• Perform other duties as assigned.

Qualifications

• Ability to maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship.
• Advanced secretarial and administrative knowledge and experience, including accurate keyboarding, editing, grammar, and proofreading skills, and advanced knowledge of office procedures, techniques, and methods.
• Excellent interpersonal and written communication skills to interact effectively with all levels of management, staff, and external contacts.
• Excellent organizational skills, attention to detail, accuracy, and follow-through experience working under minimal supervision in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions.
• Demonstrate problem solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative issues and process challenges.
• Proven ability to be self-motivated and flexible, exercising a high degree of discretion and mature judgment in handling business sensitive and/or classified information, as well as personnel interactions.
• Advanced computer skills and experience with the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Adobe Acrobat, and database and calendaring software, with the ability to learn new software and systems quickly.
• Extensive experience coordinating complex domestic and international travel, preparing detailed itineraries and necessary documentation, and independently prioritizing and managing competing activities to deliver complex projects and tasks.

Qualifications We Desire

• Experience supporting security, safeguards, or compliance-focused organization, or working in a highly regulated environment.
• Familiarity with physical and technical security programs, audits, and assessments, or similar programmatic support.
• Experience with timekeeping systems, visit/clearance coordination tools, or other Laboratory administrative systems.

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.

Additional Information

#LI-Onsite

All your information will be kept confidential according to EEO guidelines.

#smartjobs

Position Information

This is a Career Indefinite position, open to Lab employees and external candidates.

Why Lawrence Livermore National Laboratory?

• Included in 2026 Best Places to Work by Glassdoor!
• Flexible Benefits Package
• 401(k)
• Education Reimbursement Program
• Flexible schedules (*depending on project needs)
• Our values - visit https://www.llnl.gov/inclusion/our-values

Security Clearance

This position requires a Department of Energy (DOE) Q-level clearance. 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. Also, all L or Q cleared employees are subject to random drug testing. Q-level clearance requires U.S. citizenship.

Pre-Employment Drug Test

External applicant(s) selected for this position must pass a post-offer, pre-employment drug test. This includes testing for use of marijuana as Federal Law applies to us as a Federal Contractor.

Wireless and Medical Devices

Per the Department of Energy (DOE), Lawrence Livermore National Laboratory must meet certain restrictions with the use and/or possession of mobile devices in Limited Areas. Depending on your job duties, you may be required to work in a Limited Area where you are not permitted to have a personal and/or laboratory mobile device in your possession. This includes, but not limited to cell phones, tablets, fitness devices, wireless headphones, and other Bluetooth/wireless enabled devices.

If you use a medical device, which pairs with a mobile device, you must still follow the rules concerning the mobile device in individual sections within Limited Areas. Sensitive Compartmented Information Facilities require separate approval. Hearing aids without wireless capabilities or wireless that has been disabled are allowed in Limited Areas, Secure Space and Transit/Buffer Space within buildings.

How to identify fake job advertisements

Please be aware of recruitment scams where people or entities are misusing the name of Lawrence Livermore National Laboratory (LLNL) to post fake job advertisements. LLNL never extends an offer without a personal interview and will never charge a fee for joining our company. All current job openings are displayed on the Career Page under "Find Your Job" of our website. If you have encountered a job posting or have been approached with a job offer that you suspect may be fraudulent, we strongly recommend you do not respond.

To learn more about recruitment scams: https://www.llnl.gov/sites/www/files/2023-05/LLNL-Job-Fraud-Statement-Updated-4.26.23.pdf

Equal Employment Opportunity

We are an equal opportunity employer that is committed to providing all with a work environment free of discrimination and harassment. 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.

Reasonable Accommodation

Our goal is to create an accessible and inclusive experience for all candidates applying and interviewing at the Laboratory. If you need a reasonable accommodation during the application or the recruiting process, please use our online form to submit a request.

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 .