P-3 Administrative Assistant (Administrative Assistant 4) | Los Alamos, NM | Los Alamos National Laboratory

P-3 Administrative Assistant (Administrative Assistant 4)

What You Will Do

The Nuclear and Particle Physics and Applications Group (P-3) is seeking a Administrative Assistant 4 (AA4) to support the group office and members of the group. P-3 operates and performs experiments at three major facilities at LANSCE as well as a number of R&D activities and we are looking for an energetic administrative professional who will help support a larger user and visitor program, help track and organize tasks associated with Operations, serve as a group Designated Procurement Representative (DPR) and help with routine group office duties.

The AA4 candidate will support a variety of essential office functions, which may include overseeing administrative projects and office activity, supporting operational projects; entering and tracking of foreign visits and assignments; setting up visitor and affiliate agreements; coordinating complex travel for visitors, seminar speakers, and interviewees; organizing workshops and conferences for the group ; entering foreign travel for P-3 employees; serving as a Records Management POC for the group; helping with timecard entry; potentially aiding with P-3 web-site support; analyzing group administrative processes and suggesting ways to improve efficiency; and being generally responsive to the various administrative needs of our many group members and visitors. The AA4 may help with Operations tasks including: assisting with procurements; tracking reviews and coordination of IWD renewals; helping with facility issues and space management; helping officially set up a User Program for our facilities.

What You Need
Minimum Job Requirements:

  • Proven competence in providing executive-level administrative assistance, office management, and administrative leadership utilizing tact, diplomacy and discretion in dealing with sensitive and in-confidence information/matters.
  • Demonstrated experience with solving problems, developing solutions, and innovating business practices to ensure customer satisfaction.
  • Demonstrated ability to work independently while maintaining excellent quality in daily operational work, as well as the fine-tuned skills of organizing, prioritizing, and following through to completion of multiple projects with frequent interruptions under strict deadlines and changing priorities.
  • Experience demonstrating excellent communication skills (interpersonal, verbal, and written) while interacting effectively with all levels of employees and managers, including managers at the directorate level and above, as well as officials from external organizations.
  • Demonstrated experience with domestic and foreign travel arrangements, conference travel, and Laboratory visitor procedures.
  • Experience with organizing and managing visits and meetings for both internal staff and external visitors to the Laboratory.
  • Capability to become a Designated Procurement Representative (DPR)
  • Capability to become familiar with a group's Operations needs

Education/Experience: This position requires a minimum of High School diploma and 5 years of related experience.

Desired Skills
  • Demonstrated experience serving as a DPR.
  • Experience with facility User Programs
  • Experience with supporting Operations
  • Thorough knowledge and understanding of Laboratory organizational structures, operations, policies, administrative systems, and business systems including MS Office Suite (Work, Excel, PowerPoint), Outlook, Oracle Time & Labor, FVTS, Concur, Foreign Travel).

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.
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.

*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.
No Clearance: Position does not require a security clearance. Selected candidates will be subject to drug testing and other pre-employment background checks.

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 applyhelp@lanl.gov or call 1-505-665-4444 option 1.Employment StatusFull Time