Office Administrator (Administrative Assistant 4)

Los Alamos National Laboratory; Los Alamos (NM); On-site; USD 58,000 - 90,000; Full time

Benefits offered by this job

Medical insurance

Dental & Vision

Life Insurance

Parental leave

401(k) matching

Tuition assistance

PTO & holidays

Onsite gyms

Relocation packages

Job summary

Los Alamos National Laboratory in Los Alamos, NM, is seeking an experienced Administrative Assistant 4 to provide high-level administrative support to group managers and staff. The role requires prioritizing multiple tasks, maintaining confidentiality, and leveraging MS Office and LANL systems.

The position emphasizes executive-level scheduling, travel arrangements, data entry, records management, and collaboration with internal and external partners.

Qualifications

• Demonstrated advanced experience with performing administrative support.
• Expert computer skills in MS Office suite (Word, Excel, PowerPoint), SharePoint, Outlook, and demonstrated ability to learn Lab business systems (Oracle, Ariba, FVTS, Concur, etc.).
• Demonstrated ability in prioritizing, organizing, and following through with completing multiple tasks.
• Demonstrated ability to work effectively under pressure to meet deadlines with interruptions, and while sometimes changing priorities.
• Demonstrated proficient attention to detail and accuracy.
• Demonstrated excellent oral and written skills with excellent customer service skills.
• Ability to effectively work in a team environment and interact with all levels of personnel.
• Demonstrated experience making independent decisions and researching, analyzing, and resolving complex problems both independently and as a team member.
• Ability to work with business-sensitive information.
• Demonstrated excellent record of dependability, availability, attendance, and punctuality.
• Demonstrated mentoring and teaming skills.

Responsibilities

• Perform a wide variety of administrative functions with a high degree of initiative, requiring some independent judgement or follow the direction of senior administrators.
• Perform a wide range of administrative duties but not limited to timekeeping; visitor/student/new hire support; data entry and tracking; electronic records management; meeting scheduling/logistics; calendar management for managers and conference rooms; domestic travel arrangements/reimbursements; procurement; and researching policies and procedures to complete routine and non-routine requests.
• Apply expert-level administrative services of office management and best practices for the organization.
• Perform a wide variety of administrative functions exercising independent judgement within area of responsibility.
• Serve as lead administrator while being the resource on LANL administrative policy for staff within group.
• Coordinate visits from outside organization.
• Coordinate activities, conferences, meetings, and collaborate with external stakeholder organizations (i.e. Universities, Industrial Partners).

Skills

Advanced administrative support

MS Office

Customer service

Prioritization

Teamwork & communication

Discretion & confidentiality

Education

High School Diploma & 5 years related experience

Equivalent education/experience

Tools

Oracle

Ariba

FVTS

Concur

SharePoint

Job description

What You Will Do

The Safeguards Science and Technology Group (NEN-1) is seeking a motivated, customer service focused, and experienced individual to provide professional business and administrative support. NEN-1 currently has ~ 80 employees including scientists, engineers, professionals, technicians, technologists, postdoctoral associates, and students. NEN-1 works to safeguard nuclear materials by developing techniques and systems for nondestructive assay of nuclear and hazardous material.

We also have an extensive training program to teach methods of nondestructive assay measurement and analysis and provide as many as 30 courses annually.

The successful candidate will be expected to provide high-level administrative support to the group managers and employees. This position requires a motivated performer who is capable of prioritizing multiple simultaneous tasks, quickly changing focus, and is comfortable working with a broadly defined scope of work. You must be an excellent problem-solver and be able to anticipate challenges and obstacles and tactfully resolve them. While executing your responsibilities, you will consistently maintain a professional office atmosphere, demonstrating attention to detail and accuracy, initiative, versatility, tact, and confidentiality.

Administrative Assistant 4 ($57,800 - $89,500)

The successful candidate will be required to:

• Perform a wide variety of administrative functions with a high degree of initiative, requiring some independent judgement or follow the direction of senior administrators.
• Perform a wide range of administrative duties but not limited to timekeeping; visitor/student/new hire support; data entry and tracking; electronic records management; meeting scheduling/logistics; calendar management for managers and conference rooms; domestic travel arrangements/reimbursements; procurement; and researching policies and procedures to complete routine and non-routine requests.
• Apply expert-level administrative services of office management and best practices for the organization.
• Perform a wide variety of administrative functions exercising independent judgement within area of responsibility.
• Serve as lead administrator while being the resource on LANL administrative policy for staff within group.
• Coordinate visits from outside organization.
• Coordinate activities, conferences, meetings, and collaborate with external stakeholder organizations (i.e. Universities, Industrial Partners).

What You Need

Minimum Job Requirements

• Demonstrated advanced experience with performing administrative support.
• Expert computer skills in one or more of the MS Office suite (Word, Excel, PowerPoint), SharePoint, Outlook, and demonstrated ability to learn Lab business systems (Oracle, Ariba, FVTS, Concur, etc.).
• Demonstrated ability in prioritizing, organizing, and following through with completing multiple tasks.
• Demonstrated ability to work effectively under pressure to meet deadlines with interruptions, and while sometimes changing priorities.Demonstrated proficient attention to detail and accuracy.
• Demonstrated excellent oral and written skills with excellent customer service skills.
• Ability to effectively work in a team environment and interact with all levels of personnel.
• Demonstrated experience making independent decisions and researching, analyzing, and resolving complex problems both independently and as a team member.
• Ability to work with business-sensitive information.
• Demonstrated excellent record of dependability, availability, attendance, and punctuality.
• Demonstrated mentoring and teaming skills.

Education/Experience

Position requires a High School Diploma and five (5) years related experience or an equivalent combination of education and experience directly related to the occupation.

Desired Qualifications

• Demonstrated ability to build effective working relationships and networks with co-workers and support staff across multiple organizations.
• Designated Procurement Representative (DPR) experience.
• Expert-level knowledge of organizational policies and procedures.
• Experience in the use of Laboratory business systems, i.e., Outlook calendar management, Oracle Time & Labor, domestic and foreign travel in the Concur or legacy travel system, Ariba, iExpenses, Oracle HR, and the FVTS system.
• Demonstrated experience with the process of bringing visitors to LANL, including non-US citizens.
• Experience related to use of the LANL UTrain system.

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.

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.

• 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.

Clearance

Q (Position will be cleared to this level). Selected applicants will be subject to a background investigation conducted by or on behalf of the Federal Government, and must meet eligibility requirements* for access to classified matter. This position requires a Q clearance. and obtaining such clearance requires US Citizenship except in extremely rare circumstances. Dependent upon the position, additional authorization to access classified information may be required, which may or may not be available to dual citizens. Receipt of a Q clearance and additional access authorization ultimately is a decision of the Federal Government and not of Triad.

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.

Regular position

Term status Laboratory employees applying for regular-status positions are converted to regular status.

Internal Applicants

Regular appointment employees who have served the required period of continuous service in their current position are eligible to apply for posted jobs throughout the Laboratory. If an employee has not served the required period of continuous service, they may only apply for Laboratory jobs with the documented approval of their Division Leader. Please refer to Policy Policy P701 for applicant eligibility requirements.

Equal Opportunity

Los Alamos National Laboratory is an equal opportunity employer and supports a diverse and inclusive workforce. All employment practices are based on qualification and merit, without regard to race, color, national origin, ancestry, religion, age, sex, gender identity, sexual orientation or preference, 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 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 [e-mail] or call 1-505-664-6947 option 2.