What You Will Do

This position will be filled at either the Administrative Assistant 3 or 4 level, 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.

The External Assignments program under the Partnerships & Pipeline Office is seeking a proactive, customer-focused professional to provide high-level administrative support to the External Assignments (EA) Program Office. In this role you will provide exceptional administrative support for all EA program operations which includes supporting the Laboratory's mission to serve national interests by sharing unique scientific, technological, and professional expertise with external federal, state, municipal and private institutions. You will work collaboratively with the EA office staff and other offices throughout the Directorate and across the Lab. Attention to detail, accuracy, personal initiative, and multitasking are welcomed traits to this fast-paced fun office.

The External Assignments Office is seeking a proactive, customer-focused professional to provide high-level administrative and project support. This position will be filled at either Administrative Assistant 3 or 4 level, depending on the skills of the selected candidate. If the candidate is qualified and hired at the higher level, additional experience is expected, and more complex job responsibilities will be assigned.

As an Administrative Assistant 3/4 in our office, you will:

• Execute complex administrative and office-related functions and activities requiring sound judgment, initiative, and independent action.
• Coordinate calendars of events.
• Coordinate meeting/conference scheduling and logistics.
• Coordinate domestic travel and reimbursements.
• Assist with the creation of literature for the office and presentations.
• Generate, update, and track complex reports and data bases.
• Perform records management activities including consolidating input from multiple contributors onto shared documents.
• Management of shared drive documents for currency, accuracy, and ease of use.
• Lead as to obtaining document requirements and circulation among senior management for approval and accountability.
• Generate a variety of internal and external professional correspondence.
• Receive, review, prioritize, track, and distribute incoming and outgoing messages, including electronic and hardcopy mail.

Administrative Assistant 3 ($46,300 - $71,400)

At the Administrative Assistant 3 level, the candidate will be expected to perform a wide variety of administrative functions with a high degree of initiative, requiring some independent judgment or following the direction of office staff. Duties include but are not limited to; procurement, completion of forms, data entry and tracking of documents, electronic records management, meeting scheduling/logistics, and researching policies and procedures to complete routine and non-routine requests. Knowledge and utilization of Excel, Word, PowerPoint is required and examples provided of prior use. Demonstrated initiative, versatility, tact, and confidentiality in work environments is required.

Administrative Assistant 4 ($56,300 - $87,200)

In addition to the responsibilities at the lower level, an Administrative Assistant 4 level candidate will broadly apply their administrative experience, operations knowledge, and best practices across LANL. The candidate will be expected to perform (and at times, anticipate) a wide variety of administrative functions exercising independent judgment within their area of responsibility. This person will be an administrative point of contact for the office and knowledge of LANL processes and administrative policy. This person will be responsible for review, inputting, and creation of complex spreadsheets and tracking office data and assignment for historical and future strategic purposes. Editing and creating of complex documents and PDF files will be required while independently interacting with LANL senior management offices and their administrative staff. Exceptional accuracy and attention detail is required. Extensive knowledge and utilization of Excel, Word, PowerPoint is required, and examples provided of prior use. Extensive work experience that demonstrates initiative, versatility, tact, and confidentiality in work environments is required.

What You Need

Minimum Job Requirements:

Administrative Support

Advanced-level experience providing high-level administrative support in a busy office environment requiring visitor processing, procurement, domestic travel, meeting scheduling/logistics, calendar management, accurate data entry and tracking. Experience with solving problems, developing, and implementing solutions, and innovating business practices to ensure customer satisfaction at all levels.

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. Experience working with sensitive, personnel related information. Demonstrated record of dependability, availability, attendance, and punctuality.

Business Systems

Advanced-level knowledge and experience with the Microsoft Office Suite (particularly with Outlook, Excel, and Word, and/or Teams), WebEx, Adobe Acrobat, Oracle business systems, Ariba, and Concur. Ability to independently interpret data and information.

Communication

Excellent interpersonal, verbal, and written communication skills while interacting effectively with people of all levels throughout the organization hierarchy and in partnership with internal and external organizations. Grammatical proficiency, formatting, and editing capabilities expected at this level.

Personal Leadership

Demonstrated ability to calmly manage interruptions and changing priorities; to complete assignments with or without established procedures; and be available and dependable. Demonstrated mentoring and teaming skills. Utilization of tact, diplomacy, and discretion in dealing with sensitive and in-confidence information.

Additional requirements for the Administrative Assistant 4:

In addition to requirement outlined at the lower level, qualification at the higher level requires:

Administrative Support

Extensive experience providing high-level administrative support in a busy office environment requiring knowledge of an extensive body of rules and specialized functions, such as travel, procurement, complex calendar management, and meeting scheduling/logistics.

Business Systems

Expert-level knowledge and experience with Microsoft Office, including the demonstrated ability to independently interpret data and information to produce advanced Word documents, Excel spreadsheets, and PowerPoint presentations.

Communication

Demonstrated expert-level knowledge ability to network effectively with other administrators and key contacts outside own area of expertise, both internal and external to the organization.

Personal Leadership

Demonstrated expert-level knowledge ability to calmly manage frequent interruptions and changing priorities; complete assignments without established procedures; be available, dependable, and punctual; and act as an informal team leader and/or facilitator when needed.

Education/Experience at lower level: Position requires a High School Diploma and 3 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.

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:

Additional Education

Bachelor's degree in related field is preferred.

LANL Systems and Advanced Software Applications

Proficiency in multiple Laboratory-wide business systems (e.g., Oracle, Concur, Travel Systems, Visitor and Guest Agreements, and Ariba, etc.); advanced knowledge of computer software applications (e.g., Microsoft applications, WebEx, Google Workspace, Teams, SharePoint, Adobe applications, etc.).

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

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, please provide a comprehensive cover letter, outlining how you meet minimum and desired qualifications 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 (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 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 TimeAppointment TypeRegularRegular

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Please be aware that Los Alamos National Laboratory will never ask for funds for equipment or otherwise at any stage of the application or employment process. Official correspondence with the Laboratory will come from an email ending in lanl.gov.

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