Administrative Specialist - Materials Science Division

LLNL; Livermore (CA); Hybrid; USD 52,000 - 62,000; Full time

Benefits offered by this job

Hybrid work schedule

Job summary

LLNL's Materials Science Division is hiring an Administrative Specialist IV to support management, coordinate complex administrative tasks, and prepare multi-source reports. The role blends in-person work with a flexible two-day-per-week remote setup, and requires safeguarding a U.S.

DOE Q-level clearance. The successful candidate will manage calendars, prepare management materials, track action items, and coordinate security-related visits.

Qualifications

• Advanced secretarial skills including accurate keyboarding, editing, grammar, and proofreading.
• Excellent organizational skills with attention to detail, accuracy and follow through.
• Experience securing and maintaining a U.S. DOE Q-level clearance.
• Experience handling travel arrangements and complex scheduling.

Responsibilities

• Represent management and serve as a resource in daily routine administrative matters.
• Gather information, compile data, and prepare complex reports and presentations.
• Prepare, review, and/or compose administrative material for management signature and track action items.
• Coordinate data from multiple sources for classified and unclassified reports and presentations.
• Establish and maintain databases, spreadsheets, files, and tracking systems.
• Identify and recommend process improvements.
• Independently schedule appointments and maintain calendars.
• Coordinate external visits, including security verifications, agendas, badging, and dissemination of information.
• Perform other duties as assigned.

Skills

Administrative support

Report writing

Calendar management

Data reporting

Microsoft Office

Communication skills

Security clearance process

Travel coordination

Tools

Microsoft Office Suite

Database software

Calendaring software

VTS

FTS

Job description

Administrative Specialist - Materials Science Division

• Full-time
• Organization: Business
• Category: Administrative
• Employee Referral Bonus: Not applicable
• Job Code 1: 405.4 Administrative Specialist IV
• Pre-Employment Drug Test: Required for external applicant(s) selected for this position (includes testing for use of marijuana)
• Pre-Placement Medical Exam: Not applicable
• Position Type: Flexible Term
• Security Clearance: Anticipated DOE Q clearance (requires U.S. citizenship and a federal background investigation)

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.

We have an opening for anAdministrative Specialist IVin the Materials Science Division of the Physical & Life Sciences Directorate..

This position offers a hybrid schedule, blending in-person and virtual presence. You will have the flexibility to work from home two days per week.

You will

• Represent management and serve as a resource in daily routine administrative matters.
• Gather information from various sources, compile data, and prepare complex reports and presentations.
• Prepare, review, and/or compose administrative material for management signature and independently track action items, ensuring timely flow of paperwork.
• Coordinate, select, and compile data from multiple sources for both classified and unclassified correspondence, complex reports, and presentations.
• Establish and maintain multifaceted databases, spreadsheets, files, and tracking systems.
• Identify and make recommendations for process improvements.
• Independently schedule appointments and maintain complex calendars.
• Coordinate external visits, including verification of security clearances, preparation of agenda, badging, and information dissemination.
• Perform other duties as assigned.

Requirements

• Ability to secure and maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship.
• Advanced secretarial and 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.
• Experience working under limited supervision, in an environment of rapidly changing priorities, deadlines, and frequent interruptions.
• Effective communication and interpersonal 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.
• Problem-solving and decision-making skills necessary to identify and make recommendations for administrative problems.
• Specialized and advanced knowledge of office procedures, techniques and methods, including effective problem solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems.
• Advance computer skills and experience with the Microsoft Office Suite and database and calendaring software, and the ability to learn new software quickly.
• Ability to be flexible and discreet in handling sensitive and complex issues, and experience working effectively as a team member as well as independently under minimal supervision in an environment with frequent interruptions and changing deadlines, instructions and priorities.
• Experience with Visitor Tracking System (VTS) and Foreign Travel System (FTS).
• Experience arranging domestic and/or foreign travel.

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. 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.

#LI-Hybrid

Position Information

This is a Flexible Term appointment, which is for a definite period not to exceed six years.If final candidate is a Career Indefinite employee, Career Indefinite status may be maintained (should funding allow).

Why Lawrence Livermore National Laboratory?

• Included in 2026Best Places to Work by Glassdoor!
• Flexible schedules (*depending on project needs)

This position requires a Department of Energy (DOE) Q-level clearance.If you are selected, wewill initiate a Federal background investigation to determine if youmeet 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 useand/or possession ofmobile devices in Limited Areas. Depending on your job duties, you may be required to work in a Limited Area whereyou are not permitted to have a personal and/or laboratory mobile devicein your possession. This includes, but not limited to cell phones, tablets, fitness devices, wireless headphones, and other Bluetooth/wireless enabled devices.

Ifyou useamedical device, whichpairs with a mobile device,you must still follow the rules concerningthe mobile device in individual sections within Limited Areas. Sensitive Compartmented Information Facilities requireseparate 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.

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.

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