Administrative Assistant

Overview

What You Will Do We are looking for a highly motivated, professional, and customer-focused individual to provide strategic and administrative support to the Computing and Artificial Intelligence Division (CAI). Reporting to and working closely with the Staff Operations Manager, as well as the CAI management and administrative teams, this role supports a large group of scientists, postdoctoral associates, students, and visitors.

The role involves day-to-day administrative support to the division staff, collaboration with various organizations, groups, and staff both within and outside CAI, and the ability to work independently with minimal supervision while managing multiple priorities. The ideal candidate will possess strong communication, organizational, and problem-solving skills and can perform complex administrative tasks requiring judgment, initiative, and independent action. Responsibilities include coordination of travel, calendars, timekeeping for division staff and students, handling sensitive information and/or classified matters, procurement responsibilities including pcard use, and potentially serving as the key/core custodian.

Minimum

Job Requirements:

• Expert-level knowledge of and experience with the provision of administrative services and activities, including general office management.
• Expert-level knowledge of and experience with office-interfacing software packages.
• Expert-level knowledge of the Laboratory's organizational structure and administrative policies, practices, and procedures. Knowledge of governmental regulations and potential environmental impacts related to administrative practices.
• Highly proficient in the preparation and formatting of correspondence, reports, and/or presentations.
• Excellent oral and written skills, including proofreading, grammar, spelling, punctuation, accuracy, and attention to detail. Excellent customer service skills.
• Ability to effectively work in a team environment and interact with all levels of internal and external personnel, including the ability to network with all levels of internal and external personnel.
• Successfully demonstrated ability to organize, prioritize, and follow-through to completion on multiple tasks, often under strict deadlines, frequent interruptions, and changing priorities.
• Ability and/or demonstrated experience working with sensitive information and/or classified matter.

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. At this level, additional training, certification, and/or education may be desirable.

• Proficiency in multiple LANL business systems (e.g., Oracle, Time and Labor, Concur, Ariba and computer software applications (e.g., MS Word, Excel, Outlook, PowerPoint, etc.))
• Knowledge of, and experience in, executing simple and complex procurements, including subcontracts
• Experience working with sensitive and/or classified information
• Experience with LANL's visitor procedures
• Active Q clearance

The work location for this position is onsite and located 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 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.

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, certain citizens are prohibited from accessing facilities that support national security laboratories. See the original description for full details.

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 benefits package includes:

• PPO or High Deductible medical insurance with a 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)

Directive 206.2 - Employment with Triad requires a favorable decision by NNSA indicating the employee is suitable under NNSA Supplemental Directive 206.2. This applies to U.S. citizens; foreign nationals are subject to similar requirements under DOE Order 142.3A.

No Clearance: Position does not require a…