Division Administrative Specialist
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Job Location:
Livermore, CA - USA
Monthly Salary:
Not Disclosed
Posted on:
30+ days ago
Vacancies:
1 Vacancy
Job Summary
We have an opening for an Administrative Specialist IV to support the Physical & Technical Security Division (PTSD) within the Security Organization (SO). Under minimal supervision you will perform a full range of complex and sensitive administrative assignments in a dynamic and fast-paced environment with frequent interruptions critical deadlines and conflicting priorities. This position requires a high degree of flexibility discretion and independent judgment and is a full-time onsite position.
- Represent Division management in daily matters to gather clarify and disseminate information coordinate activities and respond on their behalf on administrative matters with all levels of management internal and external to the Laboratory.
- Prepare edit format and finalize correspondence and documents including letters memorandums reports and presentation materials often containing complex graphics and sensitive content.
- Serve as document coordinator for the PTSD office ensuring division documents are processed routed and maintained in accordance with the SOs Conduct of Security program description and applicable procedures.
- Gather select coordinate and compile information from multiple sources for complex reports briefings presentations audits assessments reviews and other programmatic reporting in support of PTSD activities and requirements.
- Manage complex calendars for management independently determine scheduling priorities and as appropriate recommend or determine meeting attendees.
- Establish maintain and update complex databases spreadsheets and filing/tracking systems both electronic and hard copy to support physical and technical security program needs audits assessments and reviews.
- Coordinate external visits in support of PTSD activities including verification of security clearances preparation of agendas badging coordination and dissemination of visit information and requirements.
- Arrange complex domestic and as needed foreign travel and itineraries which may include clearance and visit authorization arrangements and ensure compliance with relevant policies and procedures.
- Serve as a resource to staff by interpreting and communicating organizational and SO policies procedures and administrative requirements.
- Participate in implementing and improving administrative processes and workflows within the PTSD to enhance efficiency and alignment with organizational requirements.
- Perform other duties as assigned.
Qualifications :
- Ability to 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 and advanced knowledge of office procedures techniques and methods.
- Excellent interpersonal and written communication skills to interact effectively with all levels of management staff and external contacts.
- Excellent organizational skills attention to detail accuracy and follow-through experience working under minimal supervision in a multitask environment of rapidly changing priorities deadlines and frequent interruptions.
- Demonstrate problem solving and decision-making skills to anticipate identify and independently recommend appropriate actions and solutions to complex administrative issues and process challenges.
- Proven 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 (Word Excel PowerPoint Outlook) Adobe Acrobat and database and calendaring software with the ability to learn new software and systems quickly.
- Extensive experience coordinating complex domestic and international travel preparing detailed itineraries and necessary documentation and independently prioritizing and managing competing activities to deliver complex projects and tasks.
Qualifications We Desire
- Experience supporting security safeguards or compliance-focused organization or working in a highly regulated environment.
- Familiarity with physical and technical security programs audits and assessments or similar programmatic support.
- Experience with timekeeping systems visit/clearance coordination tools or other Laboratory administrative systems.
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; pay will not be below any applicable local minimum wage. An employees 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
All your information will be kept confidential according to EEO guidelines.
#smartjobs
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 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.
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Remote Work :
No
Employment Type :
Full-time
Key Skills
About Company
Join us and make YOUR mark on the World!Are you interested in joining some of the brightest talent in the world to strengthen the United States’ security? Come join Lawrence Livermore National Laboratory (LLNL) where our employees apply their expertise to create solutions for BIG idea ... View more
