Administrative Specialist IV

Job Description

We’re looking for an Administrative Specialist
. You will perform complex administrative work in a fast-paced environment with strict deadlines, frequent interruptions, and shifting priorities requiring independent judgement and proactive follow-through to support department operations. This position is in the Infrastructure Engineering and Operations Department within the Infrastructure and Operations 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.

• Provide support to various levels of personnel and serve as a resource in day-to-day administrative matters, including interpreting institutional, organizational, and administrative policies and procedures.
• Represent management in daily tasks including gathering, clarifying, communicating, and disseminating information and coordinating activities that may involve multiple components, projects, and/or stakeholders.
• Manage complex calendars and independently determine scheduling priorities and resolve calendar conflicts.
• Independently prepare and/or compose administrative material of a sensitive nature for signature.
• Establish and maintain complex reports, presentations, databases, spreadsheets, and tracking/filing systems.
• Plan, organize, and coordinate small and large meetings, department/division events, and facility tours, including agendas and administrative logistics.
• Arrange travel and itineraries, coordinate external visits, including verification of security clearances, and badging.
• Screen and prioritize telephone calls and emails; answer inquiries, make appropriate referrals, and follow through on requests.
• Perform other duties as assigned.

• Ability to secure and maintain a U.S. DOE Q-level security clearance which requires U.S. citizenship.
• Advanced administrative experience of office procedures, techniques, and methods, with accurate keyboarding, editing, grammar, and proofreading skills.
• Advanced organizational skills and experience working under minimal supervision, in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions.
• Excellent interpersonal, communication, and presentation skills necessary to interact effectively with a multi-disciplinary workforce and represent the organization with all levels of management, internal and external stakeholders.
• Effective problem-solving skills and experience exercising discretion and sound judgment to anticipate, identify, and recommend appropriate actions and solutions to complex administrative problems, including handling sensitive business information and personnel interactions.
• Significant experience managing data collection, tracking progress, resolving issues, and preparing complex reports.
• Experience coordinating domestic and international travel arrangements, including preparing itineraries, making transportation and lodging reservations, and ensuring travel compliance with organizational policies and deadlines.
• Significant experience with computers including software such as Microsoft Office Suite (e.g. Outlook, Word, Excel, and PowerPoint), and the ability to learn new software quickly.

• Experience using Microsoft Teams and SharePoint.
• Experience supporting hiring activities, such as coordinating interviews, preparing materials, communicating with candidates, and assisting with onboarding logistics.

$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.

This is a Career Indefinite position, open to Lab employees…