Superblock Administrative Specialist

We have an opening for an Administrative Specialist to work under limited supervision and provide a broad set of responsibilities within the Superblock.  You will perform a combination of difficult and complex administrative and task-oriented functions with multiple components and conflicting priorities which require independent judgment and follow-through. Act as a resource with proactive responsibility for the daily operational activities of assigned administrative functions. Solve problems develop and implement new processes and procedures interpret policy and formulate recommendations. Assignments typically have conflicting priorities requiring a high degree of flexibility discretion diplomacy and mature judgment in handling sensitive and often complex issues. There will be frequent interactions with all levels of management technical craft and administrative personnel internal and external to the Laboratory including Federal agencies. This position is in the Strategic Deterrence (SD) 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.

This position will be filled at either level based on knowledge and related experience as assessed by the hiring team. Additional job responsibilities (outlined below) will be assigned if hired at the higher level.

In this role you will

• Provide administrative support to both facility management and program staff representing management in daily matters to gather clarify communicate and disseminate information and coordinate activities; respond on their behalf on administrative matters both internal and external to the Laboratory.
• Exceptional experience managing calendars and independently determining scheduling priorities; may determine attendees as well as assist with virtual meetings and events.
• Gather select and compile information from various sources for reports and presentations generate and compose correspondence for managements signature.
• Track action items establish and maintain databases spreadsheets tracking and filing systems; coordinate timely flow of paperwork checking for accuracy and completeness prior to submission for approval.
• Plan and organize tours conferences and meetings that may involve external attendees including agendas arranging domestic and foreign travel clearance and badging arrangements.
• Answer and screen telephone calls respond to inquiries on own initiative make appropriate referrals and follow through on requests.
• Serve as a resource interpreting organizational ES&H security and business policies and procedures and communicating information.
• Perform other duties as assigned.

Additional job responsibilities at the 405.4 Level

• Generate correspondence on own initiative and compose correspondence for management signature which may be sensitive in nature.
• Independently plan and orchestrate onsite and virtual meetings or events that are sensitive in nature.
• Manage and handle confidential and sensitive information in multiple formats using mature independent judgement and tact to ensure proper protection.

Qualifications :

• Ability to obtain and maintain a US DOE Q-level security clearance which requires U.S. Citizenship. 
• Secretarial and administrative knowledge and experience including accurate keyboarding editing grammar and proofreading skills; advanced knowledge of office procedures techniques and methods.
• Effective organizational skills attention to detail accuracy and follow through.
• Experience working under limited supervision in a multitask environment of rapidly changing priorities deadlines and frequent interruptions.
• Strong communication and interpersonal skills necessary to interact effectively with a diverse workforce and represent the organization with all levels of management internal and external to the Laboratory using tact diplomacy and discretion.
• 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 and database and the ability to learn new software quickly.
• Advanced experience managing calendars and using calendaring software
• Audio/Video background and experience troubleshooting conference room projection systems
• Experience arranging domestic and/or foreign travel.

Additional qualifications at the 405.4 Level

• Advanced experience compiling tracking monitoring resolving and reporting complex data and results with advanced organizational skills and experience working under minimal supervision in a multitask environment of rapidly changing priorities deadlines and frequent interruptions.
• Competency in multiple computer applications interfacing with digital log keeping
• Effective problem-solving and advanced decision-making skills to anticipate identify and independently recommend appropriate actions and solutions to complex administrative problems with a high consequence of error.
• Excellent customer service skills and advanced written and verbal communication skills to interact effectively with all levels of personnel in a diverse scientific environment.

Qualifications We Desire

• Working knowledge of Laboratory policies and procedures.
• Familiarity with Strategic Deterrences policies and procedures.
• Experience working in a classified environment handling creating and managing classified material to include experience with vault type rooms.

Additional Information :

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

Position Information

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

Why Lawrence Livermore National Laboratory

• Included in 2025 Best Places to Work by Glassdoor!
• Flexible Benefits Package
• 401(k)
• Education Reimbursement Program
• Flexible schedules (*depending on project needs)
• Our values - visit  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.

  Pre-Placement Medical Exam

  A job related pre-placement medical examination may be required.

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  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:  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.

  
  

  Remote Work :

  No

  
  

  Employment Type :

  Full-time