Los Alamos National Laboratory Administrative Assistant 4 in Los Alamos, New Mexico
What You Will Do
Come and joint the brightest minds at the most innovative R&D facility supporting our national security! The National Security Education Center (NSEC) is seeking an experienced, interactive, customer-focused Administrative Assistant 4 to provide administrative support for the Engineering Institute (EI).
Specific duties include, but are not limited to the following:
Obtaining approvals for students, visitors and affiliates.
Providing support for on- and off-site meetings, conferences, workshops and educational activities including work outside normal work hours.
Serving as a resource for students and staff regarding established administrative policies and procedures.
Requesting travel approval and making travel arrangements for LANL staff.
Receiving and directing visitors and customers.
Generating internal and external correspondence.
Maintaining electronic and hardcopy files.
Coordinating calendars, schedules, and meeting logistics.
The EI is a collaboration between LANL and the University of California at San Diego (UCSD) Jacobs School of Engineering whose mission is to develop a comprehensive approach for 1) conducting mission-driven, multidisciplinary engineering research and 2) recruitment, revitalization and retention of the current and future staff necessary to support LANL’s national security mission. Activities of the EI include operating on- and off-site summer school programs; hosting students, visitors and affiliates; offering distance learning classes, seminars, tutorials; organizing/sponsoring meetings and workshops; and conducting collaborative research projects with our LANL and university partners. The EI main offices are located in the Los Alamos Research Park; reports directly to the NSEC Program Director; and works cross-organizationally throughout the Laboratory.
The National Security Education Center (NSEC) facilitates science and engineering education and research through strategic research and education centers, academic partnerships, and student focused programs. NSEC serves as an interactive hub for students, postdocs, and visiting faculty from around the world to collaborate on research and exchange ideas with Laboratory technical staff. Participants engage in specialized education, hands-on education and training opportunities, and the development of diverse exciting research projects. NSEC establishes regional academic collaborations through Joint Appointment programs with regional and national universities, and through a relationship with the New Mexico Consortium (NMC), a unique non-profit organization of the three New Mexico research universities formed to advance scientific research and education in New Mexico.
What You Need
Minimum Job Requirements:
Advanced-level experience providing high-level administrative support in a busy office environment requiring visitor processing, procurement, domestic and foreign travel, meeting scheduling/logistics, calendar management, accurate data entry and tracking, and time keeping. Experience with solving problems, developing and implementing solutions, and innovating business practices to ensure customer satisfaction at all levels.
Organization and Time Management
Demonstrated ability to organize, prioritize and follow-through to completion on multiple tasks, often under strict deadlines, with frequent interruptions, and changing priorities in a dynamic and fluid working environment. Experience working with sensitive, personnel related information. Demonstrated record of dependability, availability, attendance, and punctuality.
Expert-level knowledge and experience with the Microsoft Office Suite (particularly with Outlook, Excel, and Word) Ability to independently interpret data and information.
Excellent interpersonal, verbal and written communication skills while interacting effectively with people of all levels throughout the organization hierarchy and in partnership with internal and external organizations. Grammatical proficiency, formatting, and editing capabilities expected at this level.
Demonstrated ability to calmly manage interruptions and changing priorities; to complete assignments with or without established procedures; and be available and dependable. Demonstrated mentoring and teaming skills. Utilization of tact, diplomacy and discretion in dealing with sensitive and in-confidence information.
Position requires a High School Diploma and 5 years related experience; or, an equivalent combination of education and experience directly related to the occupation.
Bachelor’s degree in related field is preferred.
LANL Systems and Advanced Software Applications
Proficiency in multiple Laboratory-wide business systems (e.g., Oracle, Concur, Foreign Travel Systems, Visitor and Guest Agreements, Subcontracts and Ariba, etc.); advanced knowledge of computer software applications (e.g., Microsoft applications, WebEx, Google Workspace, Zoom, SharePoint, Adobe applications, etc.).
Note to Applicants: For full consideration, please provide a comprehensive cover letter, outlining how you meet minimum and desired qualifications of the position.
This position will be physically located in Los Alamos, NM.
Position commitment: Regular appointment employees are required to serve a period of continuous service in their current position in order to be eligible to apply for posted jobs throughout the Laboratory. If an employee has not served the time required, they may only apply for Laboratory jobs with the documented approval of their Division Leader. The position commitment for this position is 1 year .
Directive 206.2 - Employment with Triad requires a favorable decision by NNSA indicating employee is suitable under NNSA Supplemental Directive 206.2 . Please note that this requirement applies only to citizens of the United States. Foreign nationals are subject to a similar requirement under DOE Order 142.3A.
Clearance: Q (Position will be cleared to this level). Applicants selected will be subject to a Federal background investigation and must meet eligibility requirements
for access to classified matter. This position requires a Q clearance which requires US Citizenship except in extremely rare circumstances. Dependent upon position, additional authorization to access nuclear weapons information may be required that may or may not be available to dual citizens depending upon the circumstances.
Eligibility requirements: To obtain a clearance, an individual must be at least 18 years of age; U.S. citizenship is required except in very limited circumstances. SeeDOE Order 472.2 for additional information.
New-Employment Drug Test: The Laboratory requires successful applicants to complete a new-employment drug test and maintains a substance abuse policy that includes random drug testing.
Regular position: Term status Laboratory employees applying for regular-status positions are converted to regular status.
Internal Applicants: Regular appointment employees who have served the required period of continuous service in their current position are eligible to apply for posted jobs throughout the Laboratory. If an employee has not served the required period of continuous service, they may only apply for Laboratory jobs with the documented approval of their Division Leader. Please refer to PolicyPolicy P701for applicant eligibility requirements.
Equal Opportunity: Los Alamos National Laboratory is an equal opportunity employer and supports a diverse and inclusive workforce. All employment practices are based on qualification and merit, without regard to race, color, national origin, ancestry, religion, age, sex, gender identity, sexual orientation or preference, marital status or spousal affiliation, physical or mental disability, medical conditions, pregnancy, status as a protected veteran, genetic information, or citizenship within the limits imposed by federal laws and regulations. The Laboratory is also committed to making our workplace accessible to individuals with disabilities and will provide reasonable accommodations, upon request, for individuals to participate in the application and hiring process. To request such an accommodation, please send an email to email@example.com or call 1-505-665-4444 option 1.
Contact Name Shiu, Stephanie Yvonne
Vacancy Name: IRC89653
Organization Name NSEC/Institutes
Minimum Salary 53500
Maximum Salary 82800
Req ID: IRC89653
Category: Administrative Support