Administrative Specialist - Laser Systems Engineering & Operations Division

LLNL•Livermore, CA

4d•Onsite

About The Position

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.

Requirements

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.

Nice To Haves

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.

Responsibilities

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.