ITO Division Administrative Specialist

We're looking for an Administrative Specialist. You will perform a full range of complex and difficult administrative assignments in a dynamic and fast-paced environment with frequent interruptions and conflicting priorities which require independent judgment, adept organization, communication skills, and follow-through. This position is in the Information Technology Operations (ITO) Division in the Computing Directorate.

This position 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. 

This position will be filled at either level based on knowledge and related experience as assessed by the hiring team. Additional job responsibilities (outlined below) will be assigned if hired at the higher level. 

You will

• Serve as a resource in day-to-day administrative matters to all levels of management, both internal and external to the Laboratory, and respond on their behalf to gather, clarify, and disseminate information and coordinate activities.
• Gather information from various sources, compile data, and prepare moderately complex reports and presentations.
• Coordinate a variety of administrative functions, including independently answering phones, managing inquiries, making appropriate referrals, ordering supplies, following through on requests, and maintaining spreadsheets, files, and tracking systems.
• Arrange moderately complex domestic and foreign travel and itineraries, including submitting expense reports and processing payment requests.
• Serve as an administrative team member and assist with organizing employee events, workshops, conferences and other special projects.
• Perform other duties as assigned.

Additional job responsibilities, at the 405.4 level 

• Provide advanced administrative support to the Division Leader, Deputy Division Leader, and Group Leaders, including managing complex calendars which includes independently determining scheduling priorities for management.
• Coordinate internal and external interviews, including preparation of agendas, coordinating schedules, possible foreign national paperwork, badge requests, and information dissemination.
• Assist with the hiring process including preparing job postings, gathering appropriate information, tracking applicants and processing hire packages.
• Independently compose correspondence for signature, schedule appointments, maintain calendars, track action and signature items, ensuring timely flow of paperwork, and verify accuracy prior to submission for approvals.

• Ability to secure 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.
• Effective organizational skills with experience working under limited supervision, prioritizing multiple tasks with frequent interruptions and critical deadlines, while showing flexibility, attention to detail, discretion, tact, and accuracy.
• Excellent interpersonal and communication skills, mature judgment, professionalism, and discretion, necessary to interact effectively with a diverse workforce and represent the directorate.
• Effective problem-solving and decision-making skills necessary to anticipate, identify, and independently recommend appropriate actions and solutions to moderately difficult administrative problems.
• Proven ability to be self-motivated and flexible with the ability to set priorities and goals.
• Intermediate computer skills and experience with programs such as Microsoft Word, Excel, PowerPoint, Outlook, Entrust, Adobe Acrobat, and the ability to learn new software quickly.
• Experience working effectively as a team member, as well as independently.

Additional qualifications at the 405.4 level 

• Excellent customer service skills and advanced level decision making with the ability to independently solve problems of broad scope and complexity.
• Ability to be self-motivated and flexible, exercising a high degree of discretion and mature judgment in handling sensitive business items, as well as personnel interactions.
• Advanced experience compiling, tracking, monitoring, resolving, and reporting 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. 

Qualifications We Desire

• Experience with LLNL systems and processes.
• Knowledge of LLNL business applications and processes such as LAPIS, SmartRecruiters, LEAP, TIME, FTS, VTS and ePay.

#LI-Hybrid

Position Information

This is a Career Indefinite or At Will appointment. Lab employees and external candidates may be considered for this position.

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 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.

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.