Adminstrative Assistant​/Administrative Assistant

What You Will Do

This position will be filled at the Administrative Assistant 3 and 4 level, depending on the skills of the selected candidate. Additional job responsibilities (outlined below) will be assigned if the candidate is hired at the higher level.

Utilities & Infrastructure (UI) is seeking an enthusiastic, responsible early‑career professional with strong communication skills to support the Facilities Operations Directorate (FOD).

The Utilities & Infrastructure Facilities Operations Directorate is responsible for the operation and maintenance of the Laboratory's utility systems, including electric, gas, sewer, steam, and water. In addition, UI manages and maintains all site open spaces, including roads and grounds, as well as the Laboratory's transportation programs.

The selected candidate will serve as an Administrative Assistant within the Utilities & Infrastructure Division, providing high-level support in a fast‑paced office environment. Key responsibilities will include, but are not limited to, the following administrative duties:

• Ensure timely progress toward deliverables while allowing time for planning and reflection.
• Maintain a professional office atmosphere and assume responsibility with minimal supervision, demonstrating initiative, versatility, accuracy, tact, and discretion in sensitive matters.
• Review, prioritize, track, and distribute incoming and outgoing messages and actions, including electronic and hardcopy mail utilizing established or self‑developed databases and/or systems.
• Compose, prepare, and edit routine and non‑routine correspondence; review and prioritize incoming correspondence and make decisions regarding appropriate distribution.
• Plan and coordinate logistics for meetings, including preparation of materials.
• Issue visitor badges.
• Act as General Services Administration Vehicle custodian.
• Serve as a Designated Procurement Representative and maintain related records and documents.
• Perform a wide range of administrative and office‑related functions and activities requiring judgment in resolving issues or in making recommendations.

In addition to what was outlined at the lower level, the selected candidate will support the Facility Operations Division Leader, other Group offices and interact and collaborate with other support staff within the Division. The candidate will schedule, plan and coordinate visits and meetings; interact with all levels of personnel; prioritize workload and produce high quality work; exhibit excellent communication skills;

purchase equipment and other materials; act as a back‑up for lower‑level administrative staff as needed; and exhibit a can‑do attitude regarding all of the office administrative duties.

• Utilize LANL applications for typical administrative functions (Oracle time & Labor, Concur for foreign and domestic travel, Foreign Travel system, Outlook calendar management, UTrain, submitting FSRs, etc.).
• Effectively support the UI Division leader and groups in a manner that is customer‑focused and positive, teaming with other support staff in the groups, division, and external to our organization.
• Maintain a professional demeanor as well as office environment; demonstrate initiative and willingness to help when needed; serve as a point of contact for employees.
• Effectively manage commitments for timely deliverables.
• Take initiative to research answers to questions when they arise and resolve problems in a complex work environment where information is most sensitive.
• Serve as a resource to staff regarding established administrative policies and procedures.
• Serve as administrative support for administering keys/cores/locks.
• Serve as administrative support for managing the division's vehicles.
• Effectively manage multiple calendars and coordinate meetings with multiple managers, group leaders, and other administrators.
• Work under pressure of multiple deadlines, frequent interruptions, and changing priorities.
• Demonstrate record of dependability and reliability as proven through good attendance and quality of work.

• Knowledge of…