Professional Staff Assistant

Overview

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 supports the PFE Division and direct support to multiple groups in a team environment marked by close cooperation, adaptability, and a willingness to provide support where needed. The 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.

The successful candidate will maintain a professional office atmosphere, demonstrate attention to detail and accuracy, initiative, versatility, tact, confidentiality and flexibility, and have a customer-focused approach to administrative responsibilities.

• 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 audits and assessment schedules under established directions.
• Support and complete special projects across the division.

• With limited direction:
  • Gather data and respond to datacalls;
  • 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.

Minimum Job Requirements:

• 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, booking conference rooms.
• Ability to obtain a Q clearance which often requires US citizenship.

Additional Job Requirements for Professional Staff Assistant 2:

• 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 in researching and resolving problems both independently and as a team member.

• Education/Experience at lower level:
  Position requires a Bachelor's Degree and 2 years related experience; or, an equivalent combination of education and experience directly related to the occupation.
• Education/Experience at higher level:
  Position requires a Bachelor's Degree and 5 years 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., Time & Labor (OTL), Domestic and Foreign Travel, Procurement, Training, Microsoft Office).
• Extensive knowledge and experience with LANL business systems.
• PMP Certification

The work location for this position is onsite and located in Los Alamos, NM. All work locations are at the discretion of management. LANL offers a generous benefits package, including medical, dental, vision, life and disability insurance, parental leave, retirement plans with matching, tuition assistance, flexible schedules and time off, onsite gyms and wellness programs, and relocation packages where applicable.

Position commitment:
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 year.

Note to Applicants:
For full consideration please submit a cover letter and resume detailing how you meet the minimum and desired requirements.

Due to federal restrictions contained in the National Defense Authorization Act, certain foreign nationals may be prohibited from accessing facilities that support the mission of national security laboratories and nuclear weapons production facilities, including Los Alamos National Laboratory.

Equal Opportunity:
Los Alamos National Laboratory is an equal opportunity employer. All employment practices are based on…