ES&H Administrative Specialist – Active Clearance Required

Job Description

We have an opening for an Administrative Specialist to support programs in the Environment Safety and Health Directorate. You will perform a full range of advanced and complex administrative assignments in a fast-paced environment that may have frequent interruptions and conflicting priorities.

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.

You will

• Represent management in 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.
• Serve as a resource to interpret and apply institutional, directorate and organizational policies and procedures.
• Coordinate and support team activities including, but not limited to visitors, timekeeping, onboarding, travel, training, document coordination, property custodianship and purchase requests.
• Generate correspondence on own initiative and compose correspondence for management's signature. Compile complex information and develop presentations, charts, and reports to support decision-making.
• Independently assess and respond to inquiries, prioritize actions, follow-up and ensure resolution on a wide variety of issues while adapting to changing priorities and schedules.
• Monitor all action items and deliverables from initiation to completion, ensuring consistent follow-up throughout the process.
• Assist managers and provide support to the team group members.
• Perform other duties as assigned, including supporting cross-functional initiatives and contributing to the continuous improvement of administrative processes and workflows.

Qualifications

• This position requires an active Department of Energy (DOE) Q-level clearance.
• Advanced administrative experience with accurate keyboarding, professional command of grammar, proficient editing skills, and a high-level of attention to detail.
• Experience assisting managers in areas governed by Environment, Safety, and Health regulations.
• Experience tracking and managing large volumes of tasks and documents using status spreadsheets, MS Teams, and MS Planner, as well as maintaining accurate training records.
• Excellent organizational skills with the ability to work independently, set priorities, and manage multiple tasks in a fast-paced environment with changing deadlines and frequent interruptions
• Effective communication and collaboration skills to interact with a diverse workforce and all levels of management. while also demonstrating the ability to work independently or as part of a team.
• Extensive experience managing schedules, coordinating meetings, maintaining records, preparing reports, and ensuring efficient office operations.
• Proficiency with Microsoft Office Suite, especially Microsoft Teams, Adobe Acrobat, and other tools such as MS Planner, with the ability to learn new software quickly.
• Problem-solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative challenges.
• Ability to be self-motivated and flexible, with a high degree of discretion and mature judgment in handling sensitive information and personnel interactions.
• Experience working effectively as a team member as well as independently.

Qualifications we desire:

• Experience with TIME, LTRAIN, ePay, and other LLNL specific applications.
• Skilled in coordinating class schedules, proactively preparing course materials, and assisting with classes including tracking and posting training completions.
• Experience managing and filing documents in Content Enterprise Libraries.

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 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.

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