Administrative Specialist - Laser Systems Engineering & Operations Division

llnl

Livermore, CA, United States · Livermore · United States

Posted Jun 4, 2026

Full-time
On-site
Mid-Senior Level

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 have an opening for an Administrative Specialist to support the Laser Systems Engineering and Operations (LSEO) Division within the Engineering Directorate. LSEO is a large and dynamic division of more than 700 employees with substantial administrative, workforce, and operational support needs across a broad range of activities. You will provide high-volume administrative coordination and transactional support to the division office and administrative team. This role will support recruiting logistics, onboarding and offboarding coordination, meeting and event logistics, records and tracker maintenance, awards and recognition support, and general office operations. You will work closely with the Division Administrator, Hiring and Scholar Administrator, Executive Assistant, Timekeeper, Hiring Coordinator, Business Analyst, and division supervisors to help ensure efficient day-to-day administrative operations. This position is in the Laser Systems Engineering and Operations (LSEO) Division, within the Engineering Directorate. This position requires full-time on-site presence due to the nature of the work. In this role, you will Provide administrative coordination and operational support for division office activities, priorities, and shared administrative processes with conflicting priorities. Coordinate interview logistics with multiple components, including scheduling support, managing complex calendars while independently determining scheduling priorities, candidate communications, room coordination, badging support, travel coordination, and reimbursement follow-up. Support onboarding activities for new hires, scholars, and other incoming personnel by coordinating checklists, administrative steps, notifications, and required interfaces with partner organizations. Support offboarding and employee transition activities by coordinating standard administrative closeout steps, notifications, and records updates. Coordinate shared administrative trackers, logs, calendars, contact lists, distribution lists, and status reports from multiple sources to support division office execution and follow-through. Assist with preparation, routing, tracking, and follow-up for awards, recognition items, conference and training requests, and related division-office actions. Coordinate logistics for meetings, events, visits, and engagement activities, including scheduling, materials preparation, attendee coordination, and other complex support activities. Maintain administrative files and records in accordance with Laboratory procedures and guidance, including appropriate handling of sensitive information. Act as a primary contact and provide surge support for selected complex division office administrative activities, including recruiting coordination, office logistics, and routine office processes. Respond independently to general administrative inquiries and route issues to the appropriate member of the division office team. Identify opportunities to improve efficiency, consistency, and customer service in administrative processes. Perform other duties as assigned. Qualifications Ability to obtain and maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship. Specialized and advanced administrative support experience in a fast-paced office, operations, business, or organizational environment. Experience coordinating multiple tasks with conflicting priorities, schedules, and administrative processes with strong attention to detail and follow-through. Advanced experience using Microsoft Office applications and standard business systems to maintain records, trackers, schedules, and reports. Effective organizational skills and demonstrated ability to manage a high volume of work with competing priorities and deadlines. Excellent interpersonal and communication skills and experience working with a broad range of internal customers. Experience handling sensitive or confidential information with discretion and sound judgment. Ability to work independently and as part of a team in a dynamic environment. Qualifications We Desire Experience supporting recruiting, onboarding, offboarding, meetings, events, or workforce-related administrative processes. Experience in a large technical, operational, or matrixed organization. Experience coordinating travel, reimbursements, badging, interview logistics, or employee support activities. Experience maintaining shared trackers, status reports, and administrative records for a multi-person office or organization. Experience providing backup support across multiple administrative functions. Knowledge of Laboratory administrative systems, practices, and procedures. 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-Onsite 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 .