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 position is supporting the LLNL US/UK Office 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

• Create and maintain databases, spreadsheets and tracking/filing systems.
• Handle administrative tasks related to Travel Authorization, Foreign Travel, Expense Reports, Payment Requests, VTCs, MS Teams, Contracts, and LTRAIN.
• Serve as a fully trained backup to the program administrator, with the ability to approve US/UK visits, 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.
• Manage complex calendars; independently determine scheduling priorities, committing and managing time, and coordination of multiple attendees.
• Update and maintain the program calendar by incorporating new events/meetings and making necessary adjustments.
• Facilitate the creation, utilization, 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), 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.
• Screen telephone calls, independently answer inquiries, make appropriate referrals, and complete requests.
• Gather information from multiple sources, compile data and prepare complex reports and presentations.
• Interpret institutional and organizational procedures.
• 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.
• Broad, institutional knowledge and understanding of the Laboratory’s policies and procedures, including but not limited to, incoming/outgoing clearances, escorting, badging, catering, and tour requests.
• Advanced administrative knowledge and experience including accurate keyboarding, editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods.
• Advanced computer skills and experience with the Microsoft Office Suite and database and calendaring software, and the ability to learn new software quickly.
• Excellent organizational skills, attention to detail, accuracy and follow-through.
• Effective written and verbal communication, interpersonal, and customer service 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 information, as well as personnel interactions.
• Advanced experience arranging domestic and foreign travel.
• Advanced organizational skills and experience working under minimal supervision, in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions.

Qualifications We Desire

• Advanced training in the use of SharePoint and MS Teams.
• Advanced experience compiling, tracking, monitoring, resolving, and reporting data and results.
• Experience with arranging and coordinating classified VTCs.

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 https://www.llnl.gov/inclusion/our-values

Security Clearance

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 time of hire.

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.

How to identify fake job advertisements

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: https://www.llnl.gov/sites/www/files/2023-05/LLNL-Job-Fraud-Statement-Updated-4.26.23.pdf

Equal 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.