Administrative Assistant 4

What You Will Do

The Accelerator Operations and Technology (AOT) Division Office is seeking a motivated, customer-focused individual to provide high-level administrative support (AA4) and to support AOT division-wide initiatives and administrative requirements. The successful candidate will report to the AOT Division Staff Operations Manager and will work directly with AOT-OPS (Operations) Group leadership to support their office needs. The successful candidate will be expected to work independently with minimal supervision, establish and balance priorities, be capable of handling personnel and sensitive matters with tact and discretion, and effectively manage Group-wide programs and projects.

Specific Duties include:

  • Calendar management, meeting scheduling and coordination, and meeting content preparation.
  • Provide Support for the group to input time and effort and resolve issues with non-conforming schedules.
  • Serve as Designated Procurement Representative (DPR), and perform purchasing via Ariba and Pcard.
  • Provide group-wide support in the areas of domestic and foreign travel, and T&L management.
  • Work as part of an administrative team focusing on AOT's compliance with all LANL Records Management and Document Control policies and procedures as well as AOT Division policies
  • Serve as point of contact for dosimetry
  • Maintenance of organizational rosters and materials
  • Other administrative support functions as directed

What You Need

Minimum Job Requirements:

  • Proven competence in providing administrative support in a busy office environment, including interfacing with all levels of personnel.
  • Excellent oral and written skills, including proofreading, grammar, spelling, punctuation, accuracy, and attention to detail.
  • Demonstrated ability to organize, prioritize, and follow-through to completion on multiple tasks, often under strict deadlines, frequent interruptions, and changing priorities.
  • Demonstrated ability to coordinate multiple calendars (both personal and conference room) with complex schedules.
  • Ability to serve as a point of contact and resource for internal office and external agencies for established processes, procedures, and guidelines.
  • Ability to effectively work in a team environment and interact with all levels of internal and external personnel.
  • Must have an excellent record of dependability, availability, attendance and punctuality.
  • Experience in the use of standard office software, such as Microsoft Word, Excel, Powerpoint, Outlook and Webex or other web conferencing applications.
  • Education/Experience: Position requires a High School Diploma and five years related experience; or, an equivalent combination of education and experience directly related to the occupation.
  • Ability to obtain Q-clearance, which normally requires U.S. Citizenship
  • In order to be formally considered you must attach a cover letter that addresses the minimum job requirements of this advertisement

Desired Qualifications:

  • Experience with LANL Lab-wide systems (Oracle, Time and Labor, Concur, Foreign Travel, FVTS) and SharePoint.
  • Experience with procurement/DPR responsibilities (Ariba, P-card)
  • Experience with and knowledge of the Laboratory's visitor, guest and foreign visits and assignments programs and process.
  • Previous experience working with a diverse set of individuals from a broad range of cultures.

Work Location: This position is onsite and located in Los Alamos, NM. All work locations are at the discretion of management.

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: To be formally considered you must attach a cover letter that addresses the minimum job requirements of this advertisement

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). 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 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 applyhelp@lanl.gov or call 1-505-664-6947 option 2.