Administrative Specialist Computing Directorate Office

Were looking for an Administrative Specialist. Under limited supervision you will perform a full range of moderately difficult administrative activities in a dynamic and rapidly changing addition to being well organized and methodical your communication skills will be needed to interact with a variety of people and job functions across the laboratory. This position is in the Computing Principal Associate Directorate Office.

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. 

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. 

You will

• Serve as a resource in day-to-day administrative matters to all levels of management both internal and external to the Laboratory and respond on their behalf to gather clarify and disseminate information and coordinate activities.
• Gather information from various sources compile data and prepare moderately complex reports and presentations.
• Independently compose correspondence for signature schedule appointments maintain calendars track action and signature items ensuring timely flow of paperwork and verify accuracy prior to submission for approvals.
• 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 moderately complex domestic and foreign travel and itineraries including submitting expense reports and processing payment requests.
• Coordinate process track and manage details for external visitors and collaborators including verification of security clearances preparation of agendas badging and information dissemination.
• Serve as an administrative team member and assist with special projects in various divisions if needed.
• Perform other duties as assigned.

Additional job responsibilities at the 405.4 level

• Prepare and/or compose administrative material of a sensitive nature for signature.
• Coordinate select and compile data from multiple sources for complex reports and presentations.
• Serve as a resource and interpret institutional and organizational policies and procedures.

Qualifications :

• Ability to secure and maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship. 
• Administrative knowledge and experience including accurate keyboarding editing grammar and proofreading skills; advanced knowledge of office procedures techniques and methods.
• Effective organizational skills with experience working under limited supervision prioritizing multiple tasks with frequent interruptions and critical deadlines while showing flexibility attention to detail discretion tact and accuracy.
• Excellent interpersonal and communication skills mature judgment professionalism and discretion necessary to interact effectively with a diverse workforce and represent the directorate.
• Effective problem-solving and decision-making skills necessary to anticipate identify and independently recommend appropriate actions and solutions to moderately difficult administrative problems.
• Proven ability to be self-motivated and flexible with the ability to set priorities and goals.
• Intermediate computer skills and experience with programs such as Microsoft Word Excel PowerPoint Outlook Entrust Adobe Acrobat and the ability to learn new software quickly.
• Experience working effectively as a team member as well as independently.

Additional qualifications at the 405.4 level

• Excellent customer service skills and advanced level decision making with the ability to independently solve problems of broad scope and complexity.
• Ability to be self-motivated and flexible exercising a high degree of discretion and mature judgment in handling sensitive business items as well as personnel interactions.
• Advanced experience compiling tracking monitoring resolving and reporting 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.

Qualifications We Desire

• Familiarity with LLNLs Policies and Procedures.
• Knowledge of LLNL business applications and processes such as LAPIS SMART RECRUITERS LTRAIN LEAP TIME LABI FTS VTS Concur and ePay.
• Active Q Clearance

Additional Information :

#LI-Hybrid

Position Information

This is a Flexible Term appointment which is for a definite period not to exceed six years.  If final candidate is a Career Indefinite employee Career Indefinite status may be maintained (should funding allow).

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.

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  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.

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  Remote Work :

  No

  
  

  Employment Type :

  Full-time