Administrative Specialist

Job Description We have an opening for an Administrative Specialist. This work will take place within the National Ignition Facility & Photon Science (NIF&PS) Directorate, home to the world’s most energetic laser. It is an exciting time to join the team that achieved fusion ignition in December 2022, a historic moment in science, opening new physics regimes and setting the stage for new fusion energy possibilities. Under minimal supervision, you will perform a full range of moderately difficult task-oriented administrative assignments in a dynamic and fast-paced environment. This requires flexibility to multi-task as you will encounter frequent interruptions and be tasked with conflicting priorities. This position will support the Optics & Materials Science & Technology (OMST) Organization within the NIF&PS Directorate. Responsibilities: Represent management and serve as a resource in daily routine matters; serve as a resource on organizational policies and procedures. Coordinate, gather, and compile data from various sources and prepare complex reports and presentations. Independently answer inquiries, make appropriate referrals, follow through on requests; review, prioritize, and disseminate incoming mail. Manage complex calendars which includes independently scheduling appointments. Establish and maintain databases, spreadsheets, and tracking/filing systems. Coordinate internal and external campus visits, which may include classified parameters, preparation of agendas, coordinating schedules, coordinating interviews and seminars, foreign national paperwork, badge requests, incoming and outgoing clearance transfers, and other involved information dissemination. Coordinate onsite and/or virtual interviews, including correspondence, agendas, compiling, and disseminating interview comment sheets for review by committee. Arrange domestic and foreign travel, itineraries, and process expense reports. Generate correspondence on own initiative and compose correspondence for management signature which may be sensitive in nature. Serve as a resource and interpret organizational policies and procedures. Perform other duties as assigned. Qualifications: Ability to secure and maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship. 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. Advanced experience working under minimal supervision, in an environment of rapidly changing priorities, deadlines, and frequent interruptions. Excellent communication and interpersonal skills necessary to interact with a various workforce and represent the organization with all levels of management, internal and external to the Laboratory, using tact, diplomacy, and discretion. Advanced experience with problem-solving and decision-making skills to identify and make recommendations for administrative problems. 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 computer skills and experience with Microsoft Office Suite, database and calendaring software, and the ability to learn new software quickly. Experience arranging domestic and/or foreign travel. Experience organizing conferences, workshops, and large meetings, which may include classified information. Preferred Qualifications: Knowledge of LLNL administrative policies, procedures, techniques, and methods. Experience working in a classified environment and handling classified documents. Experience working in SmartRecruiters, FileMaker Pro, and Windchill. Experience with the following LLNL systems: LEAP, Concur CWT, ePay, eCaps, FTS, and VTS. Pay Range: $38.03 - $45.63 Hourly 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 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. 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. 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. #J-18808-Ljbffr Fusion Energy Base