Administrative Associate

Administrative Specialist We have an opening for an Administrative Specialist to support the Laser Systems Engineering and Operations (LSEO) Division within the Engineering Directorate. LSEO is a large and dynamic division of more than 700 employees with substantial administrative, workforce, and operational support needs across a broad range of activities. You will provide high-volume administrative coordination and transactional support to the division office and administrative team. This role will support recruiting logistics, onboarding and offboarding coordination, meeting and event logistics, records and tracker maintenance, awards and recognition support, and general office operations. You will work closely with the Division Administrator, Hiring and Scholar Administrator, Executive Assistant, Timekeeper, Hiring Coordinator, Business Analyst, and division supervisors to help ensure efficient day-to-day administrative operations. This position is in the Laser Systems Engineering and Operations (LSEO) Division, within the Engineering Directorate. This position requires full-time on-site presence due to the nature of the work. You will Provide administrative coordination and operational support for division office activities, priorities, and shared administrative processes with conflicting priorities. Coordinate interview logistics with multiple components, including scheduling support, managing complex calendars while independently determining scheduling priorities, candidate communications, room coordination, badging support, travel coordination, and reimbursement follow-up. Support onboarding activities for new hires, scholars, and other incoming personnel by coordinating checklists, administrative steps, notifications, and required interfaces with partner organizations. Support offboarding and employee transition activities by coordinating standard administrative closeout steps, notifications, and records updates. Coordinate shared administrative trackers, logs, calendars, contact lists, distribution lists, and status reports from multiple sources to support division office execution and follow-through. Assist with preparation, routing, tracking, and follow-up for awards, recognition items, conference and training requests, and related division-office actions. Coordinate logistics for meetings, events, visits, and engagement activities, including scheduling, materials preparation, attendee coordination, and other complex support activities. Maintain administrative files and records in accordance with Laboratory procedures and guidance, including appropriate handling of sensitive information. Act as a primary contact and provide surge support for selected complex division office administrative activities, including recruiting coordination, office logistics, and routine office processes. Respond independently to general administrative inquiries and route issues to the appropriate member of the division office team. Identify opportunities to improve efficiency, consistency, and customer service in administrative processes. Perform other duties as assigned. Qualifications Ability to obtain and maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship. Specialized and advanced administrative support experience in a fast-paced office, operations, business, or organizational environment. Experience coordinating multiple tasks with conflicting priorities, schedules, and administrative processes with strong attention to detail and follow-through. Advanced experience using Microsoft Office applications and standard business systems to maintain records, trackers, schedules, and reports. Experience maintaining administrative records, shared trackers, calendars, logs, contact lists, or status reports Effective organizational skills and demonstrated ability to manage a high volume of work with competing priorities and deadlines. Excellent interpersonal and communication skills and experience working with a broad range of internal customers. Experience handling sensitive or confidential information with discretion and sound judgment. Ability to work independently and as part of a team in a dynamic environment. Qualifications We Desire Experience supporting recruiting, onboarding, offboarding, meetings, events, or workforce-related administrative processes. Experience in a large technical, operational, or matrixed organization. Experience coordinating travel, reimbursements, badging, interview logistics, or employee support activities. Experience maintaining shared trackers, status reports, and administrative records for a multi-person office or organization. Experience providing backup support across multiple administrative functions. Knowledge of Laboratory administrative systems, practices, and procedures. Pay Range: $38.03 - $45.63 Hourly This is the lowest to highest salary we in good faith believe 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 This is a Career Indefinite position, open to Lab employees and external candidates. 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 Security Clearance This position requires a Department of Energy (DOE) Q-level clearance. If you are selected, we will initiate a Federal background investigation to determine if you meet eligibility requirements for access to classified information or matter. Also, all L or Q cleared employees are subject to random drug testing. Q-level clearance requires U.S. citizenship. 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. 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