Los Alamos National Laboratory Hiring for Professional Staff Assistant 1 Job at Los Alamos, NM Full Time

The Accelerator Operations and Technology Division is seeking an enthusiastic, self-motivated, and customer-focused Professional Staff Assistant 2. The successful candidate will maintain a professional office atmosphere and, with oversight from the Division Leader, Deputy Division Leader, and Staff Operations Manager, demonstrate initiative, customer service, organization, time management, proactive problem-solving skills, and professional discretion when dealing with sensitive matters.

The successful candidate must be able 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 Division-wide programs and projects. The candidate must be an effective, supportive, dependable, and customer-focused member of the division office team. He or she must demonstrate the ability to cooperate and communicate, adapt to changing priorities and deadlines, take initiative to complete tasks, and show a willingness to provide support wherever needed. He or she will provide oversight and mentorship to the division’s group administrative assistants.

Specific Duties of the position include but are not limited to the following:

• Use independent judgment within standard policies and procedures to manage conflicting priorities, perform complex administrative duties, manage workflow, manage complex calendars, and assure quality administrative support.
• Leading administrative activities by recognizing, researching, and implementing business process improvements; leading administrative support team in business initiatives, establish administrative systems and processes, and engage in periodic organizational objectives meeting initiatives and milestones.
• Serve as the primary administrative resource for the AOT Division Leader, Deputy Division Leader, and Staff Operations Manager.
• Interact effectively and professionally with all levels of staff, administrators, and management within AOT, the Laboratory, and external organizations.
• Perform calendar management, schedule meetings, and assist in preparing materials for meetings.
• Initiate domestic and foreign travel arrangements and reimbursements.
• Serve as Designated Procurement Representative, purchasing via iProcurement and P-Card.
• Other duties as assigned.

What You Need

Minimum Job Requirements:

• Demonstrated ability to organize, prioritize, and follow-through to complete multiple tasks, often under strict deadlines, frequent interruptions, and changing priorities in a dynamic and fluid working environment.
• Demonstrated ability to exercise tact, discretion, and good judgment in dealing with confidential and sensitive matters.
• Demonstrated ability to build effective working relationships and networks with coworkers and support staff across multiple organizations.
• Demonstrated experience with solving problems, developing solutions, and innovating business practices to ensure customer and management satisfaction.
• Demonstrated experience composing a variety of specialized reports and presentations.
• Demonstrated experience arranging travel for foreign and domestic requests.
• Proven ability using LANL-specific business applications such as AccessIT, Concur, Oracle, MS Office products, and ARIBA.
• Maintains required safety and security training, assures safety and security compliance, and makes safety and security an integral part of every task, including taking the necessary steps to stop work if continuing the job is unsafe or compromises security.

Education/Experience: Position requires a bachelor’s degree and a minimum of two years of related experience, or an equivalent combination of education and experience.

Desired Qualifications:

• Knowledge of Laboratory organizational structure, operations, and administrative policies and procedures.
• Experience organizing high-level visits, meetings, and tours.
• Designated Procurement Representative (DPR) experience.

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 is1 year.

Note to Applicants: In order to be formally considered for this position you MUST attach a cover letter that address the minimum and desired 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 maternity 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 [email protected] or call 1-505-665-4444 option 1.
Employment StatusFull Time