Administrative Specialist - Materials Science Division

Company Description

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 ideas that make our world a better place.

We are committed to a diverse and equitable workforce with an inclusive culture that values and celebrates the diversity of our people, talents, ideas, experiences, and perspectives. This is important for continued success of the Laboratory’s mission.

Pay Range

$37.25 - $44.72 Hourly for the 405.4 level

Please note that the pay range information is a general guideline only. Many factors are taken into consideration when setting starting pay including education, experience, the external labor market, and internal equity.

Job Description

We have an opening for an Administrative Specialist IV in the Materials Science Division of the Physical & Life Sciences Directorate.. Under limited supervision, you will perform a full range of moderately difficult administrative assignments in a dynamic and fast-paced environment with frequent interruptions and conflicting priorities.

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.

You will

• Represent management and serve as a resource in daily routine administrative matters.
• Gather information from various sources, compile data, and prepare complex reports and presentations.
• Prepare, review, and/or compose administrative material for management signature and independently track action items, ensuring timely flow of paperwork.
• Coordinate, select, and compile data from multiple sources for both classified and unclassified correspondence, complex reports, and presentations.
• Establish and maintain multifaceted databases, spreadsheets, files, and tracking systems.
• Identify and make recommendations for process improvements.
• Independently schedule appointments and maintain complex calendars.
• Coordinate external visits, including verification of security clearances, preparation of agenda, badging, and information dissemination.
• 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 secretarial and administrative knowledge and experience including accurate keyboarding, editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods.
• Excellent organizational skills, attention to detail, accuracy and follow through.
• Experience working under limited supervision, in an environment of rapidly changing priorities, deadlines, and frequent interruptions.
• Effective communication and interpersonal skills necessary to interact with a diverse workforce and represent the organization with all levels of management, internal and external to the Laboratory, using tact, diplomacy, and discretion.
• Problem-solving and decision-making skills necessary to identify and make recommendations for administrative problems.
• Specialized and advanced knowledge of office procedures, techniques and methods, including effective problem solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems.
• Advance computer skills and experience with the Microsoft Office Suite and database and calendaring software, and the ability to learn new software quickly.
• Ability to be flexible and discreet in handling sensitive and complex issues, and experience working effectively as a team member as well as independently under minimal supervision in an environment with frequent interruptions and changing deadlines, instructions and priorities.

Qualifications we desire

• Experience with Visitor Tracking System (VTS) and Foreign Travel System (FTS).
• Experience arranging domestic and/or foreign travel.

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