Administrative Specialist IV

Job description

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 . You will perform complex administrative work in a fast-paced environment with strict deadlines, frequent interruptions, and shifting priorities requiring independent judgement and proactive follow-through to support department operations. This position is in the Infrastructure Engineering and Operations Department within the Infrastructure and Operations Directorate. This position may offer a hybrid schedule, which includes the flexibility to work from home one or more days per week, after a probationary period. The specifics of the hybrid schedule, including the exact number of days required in the office and virtual work options may vary based on the needs of the team and the organization. You will Provide support to various levels of personnel and serve as a resource in day-to-day administrative matters, including interpreting institutional, organizational, and administrative policies and procedures. Represent management in daily tasks including gathering, clarifying, communicating, and disseminating information and coordinating activities that may involve multiple components, projects, and/or stakeholders. Manage complex calendars and independently determine scheduling priorities and resolve calendar conflicts. Independently prepare and/or compose administrative material of a sensitive nature for signature. Establish and maintain complex reports, presentations, databases, spreadsheets, and tracking/filing systems. Plan, organize, and coordinate small and large meetings, department/division events, and facility tours, including agendas and administrative logistics. Arrange travel and itineraries, coordinate external visits, including verification of security clearances, and badging. Screen and prioritize telephone calls and emails; answer inquiries, make appropriate referrals, and follow through on requests. 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 administrative experience of office procedures, techniques, and methods, with accurate keyboarding, editing, grammar, and proofreading skills. Advanced organizational skills and experience working under minimal supervision, in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions. Excellent interpersonal, communication, and presentation skills necessary to interact effectively with a multi-disciplinary workforce and represent the organization with all levels of management, internal and external stakeholders. Effective problem-solving skills and experience exercising discretion and sound judgment to anticipate, identify, and recommend appropriate actions and solutions to complex administrative problems, including handling sensitive business information and personnel interactions. Significant experience managing data collection, tracking progress, resolving issues, and preparing complex reports. Experience coordinating domestic and international travel arrangements, including preparing itineraries, making transportation and lodging reservations, and ensuring travel compliance with organizational policies and deadlines. Significant experience with computers including software such as Microsoft Office Suite (e.g. Outlook, Word, Excel, and PowerPoint), and the ability to learn new software quickly. Qualifications We Desire Experience using Microsoft Teams and SharePoint. Experience supporting hiring activities, such as coordinating interviews, preparing materials, communicating with candidates, and assisting with onboarding logistics. 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. 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 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 . Videos To Watch