Job Description We have an opening for an Administrative Specialist to support the Superblock Safety Office within the Compliance & Assurance section. Superblock is a high-hazard facility area that requires strong coordination, attention to detail, and reliable administrative support to help maintain safe and effective operations. This position will support the overall coordination of Safety Office activities, including scheduling, logistics, documentation, tracking, communications, and follow-up actions related to drills, safety activities, and operational support. The ideal candidate will be organized, professional, and comfortable working with multiple internal partners in a fast-paced environment where accuracy, responsiveness, and follow-through are essential.
This position requires full-time on-site presence due to the nature of the work.
You will- Provide administrative, logistical, and operational support to the Drill Director in planning, coordinating, and executing drills, walkthroughs, briefings, tours, events, fact-finding meetings, post-drill lessons learned, and emergency response activities.
- Coordinate with the Safety Office, Fire Department, Access Office, and other internal partners to support drill-related activities, participant communications, access needs, materials, schedules, and follow-up actions.
- Maintain accurate and timely trackers, attendee rosters, exemption lists, observer lists, leave calendars, training records, action item logs, and other administrative tracking tools.
- Coordinate complex calendars, meetings, briefings, tours, events, and logistics across multiple work groups, including room reservations, meeting materials, visitor access, and stakeholder communications.
- Prepare and distribute agendas, memos, meeting notes, action item trackers, briefing materials, distribution lists, and other documents in support of Safety Office and drill-related activities.
- Prepare, format, print, distribute, scan, archive, and manage documents, including Adobe DC support, document conversion, fillable PDF preparation, and related file management tasks.
- Submit and track procurement requests, TID requests, visitor badging requests, and other administrative or logistical support actions.
- Maintain inventory and readiness of assembly point materials, including conducting assembly point walkdowns, coordinating radio checks, distributing updated guidelines, and ensuring materials remain current and available.
- Assist with the formatting, coordination, and distribution of safety-related signage, including notice signs, suspension signs, and other required safety communications.
- Support Safety Office process improvement efforts, Teams site management, and safety documentation activities, including assigning and tracking actions, following up on due dates, and assisting Safety Officers with walkthrough and assessment documentation for submittal into the Issue Tracking System.
- Perform other duties as assigned.
Qualifications - This position requires an active Department of Energy (DOE) Q-level clearance or active Top-Secret clearance issued by another U.S. government agency at the time of hire.
- Experience providing administrative and operational support to safety, compliance, operations, or technical teams in a professional environment.
- Experience coordinating meetings, managing logistics, and maintaining accurate document control and records.
- Strong organizational skills with the ability to manage time effectively and follow tasks through to completion.
- Ability to manage multiple priorities and deadlines while maintaining accuracy, professionalism, and attention to detail.
- Demonstrated ability to take initiative and complete assignments with limited direction.
- Proficiency in Microsoft Office applications, including Outlook, Word, Excel, Teams, and PowerPoint.
- Strong written and verbal communication skills for interacting with diverse teams and preparing professional correspondence.
- Ability to work independently and collaboratively across multiple teams to support shared goals and deadlines
Qualifications We Desire- Experience supporting briefings, drills, and training activities, including coordination and preparation of materials.
- Working knowledge of SharePoint and Adobe Acrobat DC for document management and PDF processing.
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-Onsite
Position InformationThis is a Career Indefinite position, open to Lab employees and external candidates.
Security ClearanceThis position requires an active Department of Energy (DOE) Q-level clearance or active Top Secret clearance issued by another U.S. government agency at time of hire.
Pre-Employment Drug TestExternal 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 DevicesPer 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 ExamA job related pre-placement medical examination may be required.
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