Administrative Specialist

Company Description

Join us and make YOUR mark on the World!

Lawrence Livermore National Laboratory (LLNL) has turned bold ideas into world-changing impact advancing science and technology to strengthen U.S. security and promote global stability.

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're looking for an Administrative Specialist IV. You will perform a full range of complex and difficult administrative assignments in a dynamic and fast-paced environment with frequent interruptions and conflicting priorities which require independent judgment and follow through. This position is in the Computing Directorate in support of the Information Technology Operations (ITO) Division.

This position offers a hybrid schedule, blending in-person and virtual presence. You will have the flexibility to work from home one or more days per week.

You will

• Provide advanced administrative and secretarial support to the Division Leader, Deputy Division Leaders, and Group Leaders, including managing complex calendars which includes independently determining scheduling priorities for management.
• Represent management in daily matters to gather, clarify and disseminate information and coordinate activities; respond on their behalf on administrative matters to all levels of personnel, both internal and external to the Laboratory.
• Coordinate, select, and compile data from multiple sources for 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 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.
• Independently compose correspondence for signature, schedule appointments, maintain calendars, track action and signature items, ensure timely flow of paperwork, and verify accuracy prior to submission for approvals.
• Coordinate internal and external interviews which include preparation of agendas, coordinating calendar 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.
• Perform other duties as assigned.

Qualifications

• Ability to secure and 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; advanced knowledge of office procedures, techniques, and methods.
• Advanced organizational skills, attention to detail, accuracy and follow through.
• Experience working under minimal supervision, in a multitask/multi-faceted environment of rapidly changing priorities, deadlines, and frequent interruptions.
• Excellent communication and interpersonal skills necessary to interact effectively with a multidisciplinary workforce and represent the organization with all levels of management, internal and external to the Laboratory.
• Excellent problem-solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems.
• Proven ability to be self-motivated and flexible with the ability to set priorities and goals.
• Advanced computer skills and experience with Microsoft Office Suite, databases and calendaring software, and the ability to learn new software quickly.
• Experience working effectively as a team member, as well as independently.

Qualifications We Desire

• Active US DOE Q-level security clearance.
• Experience with LLNL systems and processes.
• Knowledge of LLNL business applications and processes such as LAPIS, SmartRecruiters, LEAP, TIME, FTS, VTS and ePay.

Pay Range

$38.03 - $45.63 Hourly at the 405.4 level

This is the lowest to highest salary in good faith 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-Hybrid

Position Information

This is a Career Indefinite or At Will appointment. Lab employees and external candidates may be considered for this position.

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 .