Administrative Specialist - Active Security Clearance Required

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 dedicated to fostering a culture that values individuals, talents, partnerships, ideas, experiences, and different perspectives, recognizing their importance to the continued success of the Laboratory’s mission.

Pay Range

$37.25 - $44.72 Hourly for the 405.4 Level

This is the lowest to highest salary in good faith we would pay for this role at the time of this posting. Pay will not be below any applicable local minimum wage.  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.

Job Description

We have an opening for an Administrative Specialist within the Weapons Business Operations Division (WBOD). You will work under limited supervision, perform a full range of moderately difficult administrative and task-oriented assignments in a dynamic and fast paced environment with frequent interruptions and conflicting priorities. This will be supporting AI3 and SD IT and is within 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.

In this role, you will                                                                                                      

• Assist with approvals, reservations, updates, and expense processing.
• Handle administrative tasks related to Travel Authorization, Expense Report, Payment Request, Fleet Services and the Electronic Conference Approval System.
• Serve as a fully trained backup to the programmatic executive assistant, with the ability to calendar and address urgent matters requiring immediate attention or updates.
• Coordinate scheduling by booking rooms, determining availability, collaborating with attendees and their assistants, and maintaining organizational tools such as color-coded proposals.
• Update and maintain the program calendar by incorporating new events/meetings and making necessary adjustments.
• Facilitate the creation, utilization (via LivChat), and distribution of meeting notes.
• Manage logistics including hospitality orders, transportation reservations, tour bookings, badging coordination, TID orders (e.g., name tags, signage, posters, swag), budget/expense tracking, NR fund processing, TESA access requests, agenda development, hotel block arrangements, and collection/organization of presentation materials (classified and unclassified).
• Coordinate attendee information, facility layouts, and security requirements (e.g., medical devices or service animals).
• Provide day-of-event support such as badge checks, door monitoring, hospitality setup, cleanup, and secure handling of classified materials as needed.
• Perform additional administrative tasks as needed, including submitting ServiceNow tickets, processing purchase requests in LINCS, and managing IM submissions.
• Perform other duties as assigned.

Qualifications

• This position requires an active Department of Energy (DOE) Q-level clearance or active Top-Secret clearance issued by another U.S. government agency at the time of hire.
• Advanced 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.
• Demonstrated problem-solving and advanced decision-making skills necessary to identify and make recommendations for administrative problems.
• Demonstrated ability to be self-motivated and flexible, exercising discretion and mature judgment in handling business sensitive and/or classified infor