Professional Staff Assistant

What You Will Do

The Plutonium Facilities Engineering Division (PFE-DO) is seeking a highly motivated, energetic, customer‑focused and experienced Professional Staff Assistant to provide support to senior‑level managers and staff in a technical organization. This position reports to the PFE Division and provides direct support to multiple groups in a team environment marked by close cooperation, adaptability, and a willingness to provide support where needed.

Incumbent must be a problem‑solver, able to anticipate challenges and obstacles and tactfully resolve them while providing professional administrative support to the Division Office, group level management, staff, students and visitors. While executing your responsibilities, incumbent will maintain a professional office atmosphere, demonstrating attention to detail and accuracy, initiative, versatility, tact, confidentiality and flexibility. The successful candidate will have a customer‑focused approach to administrative responsibilities and will work cooperatively with staff and peers in a diverse office environment.

• Keep the deputy division leaders and group leaders abreast of non‑technical, administrative matters (e.g., travel, procurement, Oracle Time and Labor (OTL), space issues, policies and procedures, etc.).
• Provide oversight of the administrative functions and support of the group offices.
• Manage complex calendars for division management staff.
• Support management of office space.
• Onboard/offboard employees.
• Coordinate audit and assessment schedules under established directions.
• Support and complete special projects across the division.

• With limited direction:
• Gather data and respond to data calls.
• Plan and coordinate audits and assessments.
• Track and report on milestones, deliverables, and metrics.
• Reconcile financial reports and update budget forecasts.
• Act as a resource for organization processes, procedures, and guidelines and provide input on improvements.
• Manage desktop procedures for the administrative team members.
• Lead with limited oversight with the ability to execute work independently.

• Experience coordinating data call responses.
• Experience with calendar management.
• Experience with Outlook, Excel, PowerPoint, and Word.
• Experience effectively communicating with all levels of internal and external personnel, including the ability to build effective working relationships.
• Experience with coordinating logistics such as scheduling meetings and booking conference rooms.
• Ability to obtain a Q clearance (often requires U.S. citizenship).

• Extensive experience with project management, business administration principles.
• Skill and experience anticipating administrative issues and executing problem‑solving techniques.
• Experience developing effective work processes.
• Experience researching and resolving problems independently and as a team member.

Lower level (Professional Staff Assistant
1): Position requires a Bachelor’s Degree and 2 years of related experience; or an equivalent combination of education and experience directly related to the occupation.

Higher level (Professional Staff Assistant
2): Position requires a Bachelor’s Degree and 5 years of related experience; or an equivalent combination of education and experience directly related to the occupation.

• Active Q clearance
• Knowledge of LANL hierarchy and organizational layout.
• Experience as a Designated Procurement Representative (DPR) and/or P‑Card holder.
• Knowledge of and experience with LANL business systems (e.g., OTL, travel, procurement, training, Microsoft Office).
• PMP certification.

The work location for this position is onsite in Los Alamos, NM. All work locations are at the discretion of management.

Regular appointment employees are required to serve a period of continuous service in their current position to be eligible to apply for posted jobs throughout the Laboratory. The position commitment for this position is 1…