Administrative Assistant 3/4
- Req. Number: IRC139823
- Organization : V-DO/Weapons Engineering Verification & Validation Division Office
- City, State: Los Alamos, New Mexico
- Recruiter Name: Lujan, Miranda
- Recruiter Email: mlujan@lanl.gov
What You Will Do
The Weapon Verification and Validation (V-DO) Division is seeking a highly motivated and experienced administrative assistant to provide comprehensive support to one or more groups within the division. The successful candidate will bring a customer-focused mindset and operate effectively in a fast-paced, diverse environment while collaborating with both staff and management. In this role, you will also work closely with members of the V Division Administrative Business Team to foster a cohesive, adaptable team culture. While your primary responsibilities will be focused on supporting a specific group, you will also contribute to a collaborative and flexible administrative team by assisting other groups within the V Division when appropriate. This team is led by the V-DO Staff Operations Manager. This position involves a wide range of generalized office-related activities and requires a high level of independence, sound judgment, discretion, and professionalism. Duties include, but are not limited to:
You will be part of a high-performing administrative team that values initiative, collaboration, and flexibility in support of the V Division's mission. This position is fully on-site in Los Alamos, New Mexico.
This position will be filled at either the Administrative Assistant 3 or Administrative Assistant 4, depending on the skills of the selected candidate. Additional job responsibilities (outlined below) will be assigned if the candidate is hired at the higher level.
Administrative Assistant 3 ($48,500 - $75,000)
At this level, the selected candidate will provide advanced administrative support to group-level managers and staff. The role requires a proactive, service-oriented individual who can anticipate challenges, resolve issues with professionalism and discretion, and consistently demonstrate attention to detail, accuracy, initiative, and adaptability. You will serve as a trusted point of contact for the division and work closely with the V Business Team to foster a collaborative and responsive administrative culture, contributing to the smooth execution of business operations and activities.
Administrative Assistant 4 ($59,200 - $91,600)
In addition to the responsibilities outlined at the Administrative Assistant 3 level, this position requires a highly experienced administrative professional who can operate with minimal supervision and exercise a high degree of independent judgment. The selected candidate will perform complex and often high-stakes administrative functions in support of group-level management including managing multiple high-level, overlapping calendars, coordinating meetings and conferences, preparing formal reports and correspondence, and handling sensitive or classified information. Strong organizational, communication, and problem-solving skills are essential. This individual will continue to serve as a timekeeper, DPR, and P-Card holder while acting as a key resource to both internal staff and external partners. Close collaboration with the V Business Team is expected to ensure operational excellence and alignment with Laboratory standards for security, safety, and professionalism.
About the Division
Weapon Verification and Validation (V-DO) verifies that weapon designs meet requirements and validates that those designs function as intended, ensuring the successful completion of investigations, qualification tests, and evaluations. This position is part of the Associate Laboratory Directorate for Weapons Engineering (ALDW).
What You Will Need
Minimum Job Requirements:
Administrative Support
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.
Business Systems
Advanced knowledge and experience with Webex, Google Docs, Microsoft Office Suite (particularly with Outlook, Excel, PowerPoint, Word, and Teams). Ability to independently interpret data and information to produce professional Word documents, Excel spreadsheets, and PowerPoint presentations.
Communication
Excellent interpersonal, verbal, and written communication skills while interacting effectively with people throughout the organization hierarchy and in partnership with internal support organizations. Grammatical proficiency, formatting, and editing capabilities expected at this level.
Essential:
An excellent record of integrity, dependability, availability, attendance, and punctuality is essential.
Additional Job Requirements for higher level title:
The successful candidate must demonstrate expert-level proficiency in a full range of administrative functions, with a proven ability to operate independently in a fast-paced, deadline-driven environment. This includes:
Education/Experience at higher level: Position requires a High School Diploma and 5 years related experience; or, an equivalent combination of education and experience directly related to the occupation. At this level, additional training, certification, and/or education may be desirable.
Desired Qualifications:
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: Due to federal restrictions contained in the current National Defense Authorization Act, citizens of the People's Republic of China-including the special administrative regions of Hong Kong and Macau-as well as citizens of the Islamic Republic of Iran, the Democratic People's Republic of Korea (North Korea), and the Russian Federation, who are not Lawful Permanent Residents ("green card" holders) are prohibited from accessing facilities that support the mission, functions, and operations of national security laboratories and nuclear weapons production facilities, which includes Los Alamos National Laboratory.
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:
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). Selected applicants will be subject to a background investigation conducted by or on behalf of the Federal Government, and must meet eligibility requirements* for access to classified matter. This position requires a Q clearance. and obtaining such clearance requires US Citizenship except in extremely rare circumstances. Dependent upon the position, additional authorization to access classified information may be required, which may or may not be available to dual citizens. Receipt of a Q clearance and additional access authorization ultimately is a decision of the Federal Government and not of Triad.
*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. Although New Mexico and other states have legalized the use of marijuana, use and possession of marijuana remain illegal under federal law. A positive drug test for marijuana will result in termination of employment, even if the use was pre-offer.
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 P701 for applicant eligibility requirements.
Equal Opportunity: Los Alamos National Laboratory is an equal opportunity employer. All employment practices are based on qualification and merit, without regard to protected categories such as race, color, national origin, ancestry, religion, age, sex, gender identity, sexual orientation, 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, state, and local 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 applyhelp@lanl.gov or call (505)-664-6947 opt. 3.
The Weapon Verification and Validation (V-DO) Division is seeking a highly motivated and experienced administrative assistant to provide comprehensive support to one or more groups within the division. The successful candidate will bring a customer-focused mindset and operate effectively in a fast-paced, diverse environment while collaborating with both staff and management. In this role, you will also work closely with members of the V Division Administrative Business Team to foster a cohesive, adaptable team culture. While your primary responsibilities will be focused on supporting a specific group, you will also contribute to a collaborative and flexible administrative team by assisting other groups within the V Division when appropriate. This team is led by the V-DO Staff Operations Manager. This position involves a wide range of generalized office-related activities and requires a high level of independence, sound judgment, discretion, and professionalism. Duties include, but are not limited to:
- Performing a broad range of administrative functions and activities in support of group management and team operations
- Managing incoming and outgoing correspondence, documents, and signature items
- Serving as the point of contact for records management and document control, ensuring compliance and audit readiness
- Utilizing Lab-wide systems (e.g., travel, timekeeping, Outlook) to complete administrative tasks efficiently
- Arranging and processing domestic and foreign travel and associated expense reimbursements
- Overseeing government vehicle use, maintenance, and reservation schedules
- Performing timekeeping functions, including entries, corrections, and schedule changes
- Managing principal calendars, as well as conference room and vehicle scheduling
- Acting as Designated Procurement Representative (DPR), P-Card holder, and office supply manager
- Answering and routing incoming calls, taking messages, and ensuring timely responses
- Handling sensitive and confidential information with tact, diplomacy, and discretion
- Supporting clear, effective communication across the office and promoting an inclusive, professional work environment
You will be part of a high-performing administrative team that values initiative, collaboration, and flexibility in support of the V Division's mission. This position is fully on-site in Los Alamos, New Mexico.
This position will be filled at either the Administrative Assistant 3 or Administrative Assistant 4, depending on the skills of the selected candidate. Additional job responsibilities (outlined below) will be assigned if the candidate is hired at the higher level.
Administrative Assistant 3 ($48,500 - $75,000)
At this level, the selected candidate will provide advanced administrative support to group-level managers and staff. The role requires a proactive, service-oriented individual who can anticipate challenges, resolve issues with professionalism and discretion, and consistently demonstrate attention to detail, accuracy, initiative, and adaptability. You will serve as a trusted point of contact for the division and work closely with the V Business Team to foster a collaborative and responsive administrative culture, contributing to the smooth execution of business operations and activities.
Administrative Assistant 4 ($59,200 - $91,600)
In addition to the responsibilities outlined at the Administrative Assistant 3 level, this position requires a highly experienced administrative professional who can operate with minimal supervision and exercise a high degree of independent judgment. The selected candidate will perform complex and often high-stakes administrative functions in support of group-level management including managing multiple high-level, overlapping calendars, coordinating meetings and conferences, preparing formal reports and correspondence, and handling sensitive or classified information. Strong organizational, communication, and problem-solving skills are essential. This individual will continue to serve as a timekeeper, DPR, and P-Card holder while acting as a key resource to both internal staff and external partners. Close collaboration with the V Business Team is expected to ensure operational excellence and alignment with Laboratory standards for security, safety, and professionalism.
About the Division
Weapon Verification and Validation (V-DO) verifies that weapon designs meet requirements and validates that those designs function as intended, ensuring the successful completion of investigations, qualification tests, and evaluations. This position is part of the Associate Laboratory Directorate for Weapons Engineering (ALDW).
What You Will Need
Minimum Job Requirements:
Administrative Support
- Demonstrated experience and proven competence performing administrative support and office tasks.
- Demonstrated willingness to provide support in a busy, dynamic office environment and to assist with special projects wherever needed.
- Demonstrated ability to work effectively and calmly under pressure of multiple deadlines, interruptions and changing priorities while maintaining a high level of accuracy and attention to detail.
- Proven experience organizing, prioritizing and following through to completion on multiple tasks, under strict deadlines and changing priorities.
- Demonstrated experience managing electronic calendars and coordinating meetings.
- Excellent oral and written skills, including proofreading, grammar, spelling, punctuation, accuracy, and attention to detail.
- Excellent customer service skills.
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.
Business Systems
Advanced knowledge and experience with Webex, Google Docs, Microsoft Office Suite (particularly with Outlook, Excel, PowerPoint, Word, and Teams). Ability to independently interpret data and information to produce professional Word documents, Excel spreadsheets, and PowerPoint presentations.
Communication
Excellent interpersonal, verbal, and written communication skills while interacting effectively with people throughout the organization hierarchy and in partnership with internal support organizations. Grammatical proficiency, formatting, and editing capabilities expected at this level.
Essential:
An excellent record of integrity, dependability, availability, attendance, and punctuality is essential.
Additional Job Requirements for higher level title:
The successful candidate must demonstrate expert-level proficiency in a full range of administrative functions, with a proven ability to operate independently in a fast-paced, deadline-driven environment. This includes:
- Managing complex calendars, coordinating meetings and logistics, producing high-quality documents and presentations, and maintaining accuracy and attention to detail under pressure.
- Exceptional organizational and time management skills are required, along with the ability to prioritize and complete multiple tasks while adapting to frequent interruptions and shifting priorities.
- High proficiency in business systems such as Microsoft Office Suite (especially Outlook, Word, Excel, PowerPoint, and Teams), Webex, and Google Docs, with the ability to interpret and present information clearly and professionally.
- Strong written and verbal communication skills are essential, as is the ability to interact confidently and diplomatically across all levels of the organization. Experience handling sensitive or personnel-related information with discretion is expected.
- At this level, the candidate should also demonstrate the capability and willingness to mentor and train other administrative staff, contributing to a collaborative and high-performing administrative team. A consistent record of integrity, dependability, availability, and punctuality is essential.
Education/Experience at higher level: Position requires a High School Diploma and 5 years related experience; or, an equivalent combination of education and experience directly related to the occupation. At this level, additional training, certification, and/or education may be desirable.
Desired Qualifications:
- Knowledge of Laboratory structure and administrative policies and procedures
- Demonstrated experience in LANL procurement policies and procedures. Has experience serving as a designated procurement representative (DPR)
- Experience using LANL specific business tools: Oracle, Ariba, Concur, etc.
- Ability to hold a Q clearance, which normally requires US Citizenship
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: Due to federal restrictions contained in the current National Defense Authorization Act, citizens of the People's Republic of China-including the special administrative regions of Hong Kong and Macau-as well as citizens of the Islamic Republic of Iran, the Democratic People's Republic of Korea (North Korea), and the Russian Federation, who are not Lawful Permanent Residents ("green card" holders) are prohibited from accessing facilities that support the mission, functions, and operations of national security laboratories and nuclear weapons production facilities, which includes Los Alamos National Laboratory.
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 (PTO 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). Selected applicants will be subject to a background investigation conducted by or on behalf of the Federal Government, and must meet eligibility requirements* for access to classified matter. This position requires a Q clearance. and obtaining such clearance requires US Citizenship except in extremely rare circumstances. Dependent upon the position, additional authorization to access classified information may be required, which may or may not be available to dual citizens. Receipt of a Q clearance and additional access authorization ultimately is a decision of the Federal Government and not of Triad.
*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. Although New Mexico and other states have legalized the use of marijuana, use and possession of marijuana remain illegal under federal law. A positive drug test for marijuana will result in termination of employment, even if the use was pre-offer.
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 P701 for applicant eligibility requirements.
Equal Opportunity: Los Alamos National Laboratory is an equal opportunity employer. All employment practices are based on qualification and merit, without regard to protected categories such as race, color, national origin, ancestry, religion, age, sex, gender identity, sexual orientation, 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, state, and local 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 applyhelp@lanl.gov or call (505)-664-6947 opt. 3.
