Administrative Assistant 3
Los Alamos National Laboratory
Los Alamos, NM
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JOB DETAILS
LOCATION
Los Alamos, NM
POSTED
5 days ago
As the group office Administrative Assistant supporting WMS-3, Programmatic Mission Support Services group within the Associate Laboratory Directorate for Weapons Production (ALDWP), you will serve as a trusted partner to leadership and staff in a dynamic, classified technical environment. Your work will directly contribute to mission success by ensuring seamless administrative operations and proactive organizational support.
In this role, key responsibilities may include but are not limited to:
- Providing day-to-day administrative support to the Group Leader and staff.
- Anticipating challenges, identifying potential obstacles, and proactively resolving issues before they impact leadership or mission deliverables.
- Collaborating closely with the division office, ALDWP personnel, and internal and external partners.
- Fostering a welcoming, organized, and professional office environment.
- Handling personnel matters and sensitive information.
- Managing multiple calendars and schedules.
- Prioritizing competing demands and ensuring leaders are fully prepared and informed.
- Coordinating logistics for meetings, reviews, and special events.
- Preparing agendas, briefing materials, room reservations, security coordination, and follow-up actions.
- Arranging and reconciling travel, including itineraries, approvals, and reimbursements.
- Reviewing, prioritizing, tracking, and distributing communications and action items.
- Acting as a timekeeper for group/division staff and students.
- Serving as a procurement representative and PCard holder.
- Escorting uncleared or L-cleared visitors.
- Mentoring and/or assisting other administrative staff as needed.
- Preparing, formatting, proofreading, and distributing correspondence, reports, presentations, etc.
- Maintaining filing systems and safeguarding sensitive and classified information.
- Maintaining strict adherence to safety, security, regulatory, and administrative governance requirements.
#shiftwork
What You Need
Minimum Job Requirements: For full consideration, please submit a comprehensive resume and a detailed cover letter that clearly demonstrates how experience, skills, and accomplishments align with the minimum and desired qualifications for this position. Applications without a substantive cover letter addressing the stated requirements may not be considered.
- Education/Experience: 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.
- Administrative Support:
- Demonstrated experience providing high-level administrative support in a busy office environment, including calendar management, travel coordination, processing reimbursements, and timekeeping for multiple staff members.
- Demonstrated ability to organize, prioritize, and successfully complete multiple tasks under strict deadlines, frequent interruptions, and shifting priorities while maintaining accuracy and attention to detail.
- Experience researching and applying institutional policies and procedures to resolve routine and non-routine administrative matters.
- Experience with meeting and conference scheduling/logistics (including visitor badging and clearance coordination); visitor and new hire processing; accurate data entry, tracking, and records management.
- Proven competence performing complex office management functions with sound judgment, initiative, and independent action, including tracking action items through closure.
- Organization and Time Management:
- Proven ability to organize, prioritize and follow through to completion on simultaneous tasks in a dynamic environment with strict deadlines, shifting priorities, and frequent interruptions.
- Demonstrated ability to remain composed and effective, with strong attention to detail and accuracy, while managing competing demands with minimal supervision.
- Established record of reliability, accountability, and consistent follow-through in supporting leadership and team operations.
- Business Systems:
- Demonstrated proficiency with Microsoft Office Suite (i.e., Outlook, Word, Excel, PowerPoint, Teams, and SharePoint), Teams or other video conferencing platforms, Google Workspace/Google Docs, and Adobe Acrobat.
- Experience using enterprise systems such as Oracle, Ariba, and Concur for procurement, financial tracking, and travel coordination.
- Ability to create, format, and edit professional reports, correspondence, spreadsheets, and presentations with minimal instruction.
- Demonstrated ability to quickly learn and utilize new software tools.
- Willingness and ability to manage procurement responsibilities in accordance with policy requirements.
- Communication and Customer Service:
- Demonstrated strong verbal and written communication skills, with the ability to interact professionally with personnel at all levels of the organization.
- Proven ability to produce, format, proofread, and edit high-quality professional communications with clarity and accuracy.
- Strong customer service skills, including the ability to respond promptly, tactfully, and diplomatically to inquiries and sensitive matters while maintaining professionalism and discretion.
- Personal Leadership:
- Proven reliability, accountability, and commitment to providing consistent onsite support while professionally representing the organization.
- Proven ability to work independently with minimal supervision while maintaining high standards of performance, initiative, and integrity.
- Demonstrated experience applying sound judgement, tact, and diplomacy when handling sensitive and confidential information.
- Must have a strong commitment to operational excellence.
Desired Qualifications:
- An in-depth understanding of the Laboratory structure, particularly support operations organizations, including knowledge of Laboratory organization, operations, policies, and procedures.
- Proficiency in Laboratory-wide business systems, with demonstrated experience using systems such as Oracle, Concur, Ariba, Foreign Visits Tracking System, badging systems, web CMS, and UTrain.
- Working knowledge of and experience with laboratory-wide systems (e.g., Oracle, Concur) to support operational and administrative functions.
- Experience serving as a designated procurement representative at LANL.
- Demonstrated ability to build and maintain effective working relationships and interact professionally with all levels of management, including high-level external stakeholders and sponsors.
- Proven experience making decisions and resolving complex or non-routine problems independently and as part of a team, using sound judgment, creativity, flexibility, and initiative.
- Experience using Microsoft Teams.
- An active DOE Q-level Clearance.
Work Location: The work location for this position is onsite and located in Los Alamos, NM. All work locations are at the discretion of management.
Work Schedule: This position may/will require 24/7 coverage, which could/will involve working a shift/weekend schedule. Employees may be eligible for the shift differential pay when assigned by their manager. Shift/weekend assignments are at the discretion of the manager.
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 applicable 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.
About the Company
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