Environment Safety & Health (ESH) Administrative Specialist at LLNL

Livermore, California, United States -

Full Time

Start Date

Immediate

Expiry Date

06 Oct, 26

Salary

45.63

Posted On

08 Jul, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Coordination, Document Editing, Personnel Management, Timekeeping, Onboarding, Travel Coordination, MS Excel, MS Teams, MS Planner, Adobe Acrobat Pro, Problem Solving, Stakeholder Communication, Regulatory Compliance, Process Improvement, Workflow Automation, MS Power Automate

Industry

Research Services

Description

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 Environment, Safety and Health (ESH) Administrative Specialist who thrives in a dynamic environment and enjoys supporting meaningful work that protects people and the environment. You will perform a broad range of advanced administrative responsibilities while helping coordinate key environmental programs across the organization. Assigned to the Environmental Functional Area, you will support the Functional Area Manager and play an important role in assisting the Environmental Duty Officer (EDO) Program, the Waste and Air Quality Group (WAQO), and the Sustainability Group. This position offers the opportunity to contribute to operational excellence while collaborating with a diverse group of professionals. 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. You will Serve as a key administrative partner to management, coordinating activities and communicating with stakeholders across multiple levels of the Laboratory and external organizations. Act as a knowledgeable resource on institutional, directorate, and organizational policies and procedures. Coordinate a wide range of personnel and operational activities, including visitor coordination, timekeeping, onboarding, travel, training, performance appraisal processes, property custodianship, and purchase requests for fees and permits. Draft and prepare professional correspondence, reports, and presentations; review, proofread, and edit regulatory or operational documents for clarity, accuracy, and formatting; compile complex information into clear charts, summaries, and briefings. Independently assess inquiries and requests, prioritize actions, and ensure timely follow-through and resolution. Provide administrative coordination for the Environmental Duty Officer (EDO) Program, including managing schedules, supporting meetings, and preparing and distributing meeting minutes. Track and monitor action items and deliverables for WAQO, EDO, and Sustainability programs, ensuring consistent follow-up and completion in support of regulatory compliance. Contribute to a collaborative team environment and support additional administrative needs as needed. Perform other duties as assigned. Qualifications Ability to secure and maintain a U.S. DOE Q-level security clearance, which requires U.S. citizenship. Advanced administrative experience, demonstrating strong keyboarding accuracy, excellent grammar, editing proficiency, and a high level of attention to detail. Advanced experience managing and tracking a high volume of tasks and documents using tools such as MS Excel, MS Teams, and MS Planner. Advanced organizational skills and the ability to work with minimal supervision while managing multiple priorities, deadlines, and frequent interruptions. Advanced communication and interpersonal skills, with the ability to interact effectively with a diverse workforce and all levels of management. Advanced computer proficiency with the Microsoft Office Suite, particularly MS Teams, MS Planner, MS Excel and Adobe Acrobat Pro, and the ability to quickly learn new systems. Demonstrated ability to exercise a questioning attitude, with the confidence to ask questions, seek clarification, and raise potential issues or inconsistencies in a professional and constructive manner to ensure accuracy and compliance. Demonstrated problem-solving and decision-making skills, including the ability to anticipate issues and recommend practical administrative solutions. Ability to exercise sound judgment, discretion, and professionalism when handling sensitive business or personnel information. Proven ability to work effectively both independently and as part of a team. Qualifications We Desire Demonstrated interest or experience in process improvement, with the ability to identify opportunities to streamline administrative workflows, improve efficiency, and support continuous improvement efforts. Experience with MS Power Automate or similar workflow automation tools, including creating or supporting automated processes that improve tracking, notifications, or document management. 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. 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 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. Organization: ESH and Quality Category: Environmental, Safety & Health 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: Career Indefinite Security Clearance: Anticipated DOE Q clearance (requires U.S. citizenship and a federal background investigation)

Responsibilities

Provide advanced administrative support to the Environment, Safety and Health (ESH) functional area, specifically supporting the Environmental Duty Officer and Sustainability groups. Coordinate personnel activities, draft professional correspondence, and track deliverables to ensure regulatory compliance.