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Administrative Assistant 4

Los Alamos National Laboratory

Los Alamos, NM

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JOB DETAILS
SKILLS
Administrative Policies, Administrative Skills, Adobe Acrobat, Ariba, Business Solutions, Calendar Management, Communication Skills, Computer Skills, Content Management Systems (CMS), Customer Relations, Customer Support/Service, Dental Insurance, Detail Oriented, Establish Priorities, Follow Through, Laboratory, Leadership, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft SharePoint, Microsoft Word, Multitasking, Onboarding, Operations Management, Operations Security (OPSEC), Oracle Applications, Organizational Skills, People Management, Plan Meetings, Presentation/Verbal Skills, Problem Solving Skills, Procedure Development, Proofreading, Purchasing/Procurement, Quantum Computing, Reimbursement, Simulation, Time Management, Travel Planning, Tuition Fees, United States Citizen, Vision Plan, WebEx, Writing Skills
LOCATION
Los Alamos, NM
POSTED
30+ days ago
This position is open for external candidates only to apply.

What You Will Do

The Associate Laboratory Directorate for Simulation, Computing and Theory (ALDSCT) is looking for a highly motivated, professional, and customer-focused individual to provide strategic and administrative support to the Center for Quantum Computing (CQC). Reporting to and working closely with the Staff Operations Manager, as well as the Quantum Coordinator and ALDSCT management and administrative teams, this role supports a diverse group of scientists, postdoctoral associates, students, and visitors.

In this role, you will provide day-to-day administrative support to the staff of the CQC, collaborating with various organizations, groups, and staff both within and outside ALDSCT The ability to work independently with minimal supervision, manage multiple priorities effectively, and handle personnel and sensitive matters with tact and discretion is essential.

The ideal candidate will possess strong communication, organizational, and problem-solving skills and ability to perform complex administrative and office-related functions and activities requiring considerable judgment, high degree of initiative, and independent action. This includes coordination of domestic and foreign travel arrangements and reimbursements, multiple calendars and complex schedules, act as a timekeeper for staff and students, handle sensitive information including onboarding, guest agreements, and Foreign Visit Request responsibilities, serve as the designated procurement representative as well as a pcard holder, and may serve as the key/core custodian.



What You Need

Minimum Job Requirements:



Administrative Support:

  • Demonstrated proficiency providing administrative support in a complex and busy office environment with proven success of adaptability, flexibility, cooperation, and willingness to provide support wherever needed.
  • Demonstrated ability completing action items and tracking them to closure.
  • Ability to learn, understand, and follow institutional policies and procedures.
  • Proven ability to build effective working relationships and networks.


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.
  • Demonstrated record of dependability, availability, attendance, and punctuality.
  • Demonstrated experience making decisions and resolving complex problems both independently and as a team member using judgment and creativity to determine the approach or action to take in non-routine situations.


Business Systems:

  • Computer skills in MS Office Suite (Word, Excel, PowerPoint, Outlook), Sharepoint, MS Teams, Adobe Acrobat, etc.) and demonstrated ability to learn Lab business systems (Oracle, Ariba, FVTS, Concur, etc.).
  • Ability to independently interpret data and information to produce professional Word documents, Excel spreadsheets, and PowerPoint presentations.
  • Experience with procurement systems, including willingness to hold a corporate purchase card.


Communication:

  • Excellent verbal and written communication skills, including proofreading, grammar, spelling, punctuation with a high level of accuracy and attention to detail.
  • Interacting effectively with people throughout the organization hierarchy and partnership with internal support organizations.
  • Excellent customer service skills.


Personal Leadership:

  • Demonstrated ability to calmly manage interruptions and changing priorities; complete assignments with or without established procedures; and be available and dependable.
  • Experience utilizing tact, diplomacy, and discretion in dealing with sensitive and confidential information.


Education/Experience: Position requires a High School Diploma and 5 years related experience; or an equivalent combination of education and experience directly related to the occupation.

Desired Qualifications:

  • Experience in the use of LANL-wide systems including Oracle, Time and Labor, CMS, Concur, WebEx, and iExpenses.
  • Designated Procurement Representative (DPR) experience including willingness and ability to obtain and use a purchase card for the group and experience with Ariba.
  • Advanced-level knowledge of the Laboratory's organizations and administrative policies and procedures.
  • Demonstrated experience with the process of bringing visitors to LANL, including non-US citizens via the Foreign Visits Tracking System (FVTS).
  • Ability to obtain Q-clearance, which normally requires U.S. Citizenship
  • Demonstrated ability to manage complex calendars and coordinate meetings.


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.

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, applicants must submit a comprehensive cover letter that addresses the key requirements of the position.

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.

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. 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.

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 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.

About the Company

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Los Alamos National Laboratory