Administrative Specialist - Active Security Clearance Required

Company Description

Join us and make YOUR mark on the World!

Lawrence Livermore National Laboratory (LLNL) has turned bold ideas into world-changing impact advancing science and technology to strengthen U.S. security and promote global stability.

Our mission spans four critical national security areas nuclear deterrence, threat preparedness, energy security, and multi-domain defense empowering teams to take on the toughest challenges of today and tomorrow. With a culture built on innovation and operational excellence, LLNL is a place where your expertise can make a real impact.

Job Description

We have multiple openings for Administrative Specialists in the Strategic Deterrence Directorate. Working under limited supervision, you will manage a wide range of complex administrative responsibilities with competing priorities, requiring independent judgment and proactive follow-through. You will serve as a key resource for daily operations, solve problems, develop and implement new processes, interpret policy, and provide recommendations. Assignments often demand flexibility, discretion, and mature judgment in handling sensitive issues. This role involves frequent interaction with all levels of personnel, both within the Laboratory and with external organizations, including Federal agencies. These positions will be in the Strategic Deterrence (SD) Directorate.

These positions 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

• Provide administrative support to the program staff, representing management in daily matters to gather, clarify, communicate, and disseminate information and coordinate activities; respond on their behalf on administrative matters both internal and external to the Laboratory.
• Gather, select, and compile information from various sources for complex reports and presentations, generate and compose correspondence for management’s signature.
• Establish and maintain databases, spreadsheets, and tracking/filing systems to document and monitor action items, and coordinate the timely flow of accurate, complete paperwork through submission for approval.
• Plan, organize, and coordinate small and large meetings, reviews, conferences, and facility tours, including agendas, administrative logistics, travel arrangements (domestic and foreign), clearance and badging for external attendees, and documenting meeting minutes.
• Independently prepare project documentation, perform data gathering, and coordinate internal and/or external document comments/reviews.
• Generate correspondence on own initiative and compose correspondence for management signature which may be sensitive in nature.
• Independently plan and orchestrate onsite and virtual meetings or events that are sensitive in nature.
• Manage and handle confidential and sensitive information in multiple formats, using mature, independent judgement and tact to ensure proper protection.
• 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.
• Secretarial and administrative knowledge and experience including accurate keyboarding, editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods.
• Effective organizational skills with experience prioritizing multiple tasks with frequent interruptions and critical deadlines while showing flexibility, attention to detail, accuracy and follow through.
• Experience working under minimal supervision, in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions.
• Experience interacting effectively with all levels of personnel and management, both internally and externally, representing the organization with strong communication and interpersonal skills while exercising tact, diplomacy, mature judgment, and discretion in handling sensitive or classified matters.
• 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 and database and the ability to learn new software quickly.
• Experience managing calendars, and using calendaring software
• Experience arranging domestic travel.
• Advanced experience compiling, tracking, monitoring, resolving, and reporting complex data and results with advanced organizational skills and experience working under minimal supervision, in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions.
• Effective problem-solving and advanced decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems with a high consequence of error.
• Excellent customer service skills and advanced written and verbal communication skills to interact effectively with all levels of personnel in a diverse scientific environment.

Qualifications We Desire

• Working knowledge of Laboratory policies and procedures.
• Familiarity with Strategic Deterrence’s policies and procedures.
• Experience working in a classified environment, handling, creating, and managing classified material, to include experience with vault type rooms.
• Experience working with complex software applications and ability to learn new applications such as FileMaker Pro, Windchill, and Elm.
• Ability to travel.

Pay Range

$38.03 - $45.63 Hourly

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.

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 2026 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.