Administrative Assistant 3 | Los Alamos, NM | Los Alamos National Laboratory

Administrative Assistant 3

What You Will Do

The Theoretical Division (T-DO) is seeking a highly motivated, energetic, customer-focused, and experienced administrators to provide support to multiple managers and staff that includes scientists, postdoctoral associates, and students. The candidate must be able to team across T Division and LANL support organizations to fulfill our mission. This position reports to the Staff Operations Manager but will support groups in a team environment marked by close cooperation, adaptability, and a willingness to provide support where needed.

The selected candidate will be the primary interface to the group office: arrange travel, procurement, providing administrative support to the managers and member of the group, and serving as a point of contact for students and visiting scientists. You must be an excellent problem-solver, able to anticipate challenges and obstacles and tactfully resolve them while providing professional administrative support to the Division Office, group level management, staff, students, and visitors. While executing your responsibilities, you will maintain a professional office atmosphere, demonstrating attention to detail and accuracy, initiative, versatility, tact, confidentiality, and flexibility.

Manage calendars for the group leadership and conference rooms as requested.

Manage incoming and outgoing correspondence, documents, and signature items for the group leadership.

Execute complex administrative and office-related functions and activities - requiring sound judgement and a high degree of initiative - while balancing the diverse needs of the group.

Arrange domestic and international travel and coordinate reimbursements.

Serve as a timekeeper for the group.

Serve as a Designated Procurement Representative (DPR) and P-Card holder.

Prepare and track Guest Agreements and Foreign Visits.

Maintain complete, auditable office records and independently process, review, verify, and track administrative data to ensure accuracy and completeness.

What You Need
Minimum Job Requirements:

Administrative Support:
  • Demonstrated proficiency providing administrative support in a complex and busy office environment with proven success of adaptability, flexibility, cooperation, and willingness to provide support wherever needed.
  • Demonstrated ability completing action items and tracking them to closure.
  • Ability to learn, understand, and follow institutional policies and procedures.
  • Proven ability to build effective working relationships and networks.

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.
  • Demonstrated record of dependability, availability, attendance, and punctuality.
  • Demonstrated experience making decisions and resolving complex problems both independently and as a team member using judgment and creativity to determine the approach or action to take in non-routine situations.

Business Systems:
  • Computer skills in MS Office Suite (Word, Excel, PowerPoint, Outlook, Sharepoint, MS Teams, Adobe Acrobat, etc.) and demonstrated ability to learn Lab business systems (Oracle, Ariba, FVTS, Concur, etc.).
  • Ability to independently interpret data and information to produce professional Word documents, Excel spreadsheets, and PowerPoint presentations.
  • Experience with procurement systems, including willingness to hold a corporate purchase card.

  • Excellent verbal and written communication skills, including proofreading, grammar, spelling, punctuation with a high level of accuracy and attention to detail.
  • Excellent customer service skills.

Personal Leadership:
  • Demonstrated ability to calmly manage interruptions and changing priorities; complete assignments with or without established procedures; and be available and dependable.
  • Experience utilizing tact, diplomacy, and discretion in dealing with sensitive and confidential information.

Education/Experience: Position requires a high school diploma and 3 years related experience; or, and equivalent combination of education and experience directly related to the position.

Desired Qualifications:
  • Experience in the use of Lab-wide systems including Oracle, Time and Labor, CMS, Concur, WebEx, and iExpenses.
  • Designated Procurement Representative (DPR) experience including willingness and ability to obtain and use a purchase card for the group and experience with Ariba.
  • Advanced-level knowledge of the Laboratory's organizations and administrative policies and procedures.
  • Demonstrated experience with the process of bringing visitors to LANL, including non-US citizens via the Foreign Visits Tracking System (FVTS).
  • Ability to obtain Q-clearance, which normally requires U.S. Citizenship
  • Demonstrated ability to manage complex calendars and coordinate meetings

Location: This position will be located in Los Alamos, NM.

COVID Vaccine:

The COVID vaccine is mandatory for all Laboratory employees, on-site contractors, and on-site subcontractors unless granted an accommodation under applicable state or federal law. This requirement will apply to those working on-site, those teleworking, and all new hires.

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.

Note to Applicants:

For full consideration, applicants MUST submit their resume and a detailed cover letter addressing all the requirements of the position.
Where You Will Work

Located in beautiful northern New Mexico, Los Alamos National Laboratory (LANL) is a multidisciplinary research institution engaged in strategic science on behalf of national security. Our generous benefits package includes:

§ PPO or High Deductible medical insurance with the same large nationwide network

§ Dental and vision insurance

§ Free basic life and disability insurance

§ Paid childbirth and parental leave

§ Award-winning 401(k) (6% matching plus 3.5% annually)

§ Learning opportunities and tuition assistance

§ Flexible schedules and time off (paid sick, vacation, and holidays)

§ Onsite gyms and wellness programs

§ Extensive relocation packages (outside a 50 mile radius)
Additional Details

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. See DOE 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 Policy Policy P701 for 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 or call 1-505-665-4444 option 1.Employment StatusFull Time