Operations Administrative Specialist IV

SmartRecruiters, Inc.; Livermore (CA); Hybrid; USD 52,000 - 63,000; Full time

Benefits offered by this job

Hybrid work schedule

Flexible schedules

Job summary

Lawrence Livermore National Laboratory (LLNL) is seeking an Operation Administrative Specialist IV to perform a full range of administrative duties in a dynamic, fast-paced environment within the O&B Administration Division. Hybrid scheduling may apply, with some days remote.

You will manage calendars, compile reports, maintain EAM records, and coordinate meetings and document control for division leadership. A DOE Q clearance and U.S. citizenship are required for this role.

Qualifications

• U.S. citizenship and ability to obtain DOE Q clearance.
• Strong administrative skills with accurate keyboarding, editing, grammar and proofreading.
• Advanced organizational skills with attention to detail and follow-through.
• Proficient in MS Office, databases and calendaring software; quick to learn new tools.
• Experience with automation and AI tools and software.
• Self-motivated, flexible and able to handle sensitive/classified information with discretion.
• Ability to multitask in a fast-changing environment with deadlines and interruptions.
• Excellent communication and interpersonal skills when interacting with diverse teams.

Responsibilities

• Represent operations management and act as a resource in daily routine matters.
• Create and maintain spreadsheets, databases for design review requests and safety notes, SharePoint sites, and filing systems.
• Maintain and update records in the Enterprise Asset Management (EAM) system.
• Gather information, compile data, and prepare complex reports and presentations.
• Draft correspondence for management signature and interpret policies and procedures.
• Manage complex calendars and scheduling priorities.
• Organize meetings for design reviews and safety notes.
• Oversee maintenance requirements for the division’s GSA vehicle fleet.
• Coordinate document management and compliance for division-level documents.

Skills

DOE clearance eligibility

Administrative knowledge

Office procedures

Advanced organizational skills

MS Office Suite

Databases & calendaring

Automation & AI tools

Self-motivated & discreet

Multi-tasking under pressure

Communication & interpersonal skills

Tools

ELM

Oracle

Siemens

SharePoint

Job description

• 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: A job-related pre-placement medical examination may be required
• Security Clearance: Anticipated DOE Q clearance (requires U.S. citizenship and a federal background investigation)

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 an opening for an Operation Administrative Specialist IV. Under limited supervision, you will perform a full range of moderately difficult administrative and task-oriented assignments in a dynamic and fast-paced environment. This position is in the Operations and Business (O&B) Administration Division, matrixed to support the Defense Technologies Engineering Division (DTED) within the Engineering Directorate.

Depending on your assignment, this position may offer a hybrid schedule, blending in-person and virtual presence. You may have the flexibility to work from home one or more days per week.

You will

• Represent Operations management and serve as a resource in daily routine matters.
• Establish and maintain spreadsheets, databases for design review requests and safety note reviews, SharePoint sites, tracking/filing systems to support office moves and other identified processes.
• Maintain and update records in the Enterprise Asset Management (EAM) system.
• Gather information from various sources, compile data, and prepare complex reports and presentations.
• 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.
• Manage complex calendars which include independently determining scheduling priorities.
• Organize and coordinate meetings for Design Reviews and Safety Notes.
• Manage utilization and maintenance requirements for the Division’s General Services Administration (GSA) vehicle fleet.
• Coordinate the document management and compliance for documents generated by Division management.
• Perform other duties as assigned.

Qualifications

• Ability to obtain and maintain a U.S. DOE Q-level security clearance which requires U.S. Citizenship.
• Administrative knowledge and experience including accurate keyboarding, editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods.
• Advanced organizational skills, attention to detail, accuracy, and follow through.
• Intermediate computer skills and experience with Microsoft Office Suite, databases, and calendaring software, with the ability to learn new software quickly.
• Experience with automation and AI tools and software.
• 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.
• Experience working under minimal supervision, in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions.
• Advanced communication and interpersonal skills necessary to interact effectively with a diverse workforce and represent the organization with all levels of Leadership, internal and external to the Laboratory, using tact, diplomacy, and discretion.

Qualifications We Desire

• Advanced computer skills and experience with ELM and other equivalent databases (Oracle, Siemens, etc.).

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

#LI-Hybrid

Position Information

This is a Career Indefinite position, open to Lab employees and external candidates.

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.

Pre-Placement Medical Exam

A job related pre-placement medical examination may be required.

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.

CaliforniaPrivacy Notice

The California Consumer Privacy Act (CCPA) grants privacy rights to all California residents. The law also entitlesjob 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 .

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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.