Professional Staff Assistant 1/2

Los Alamos National Laboratory; Los Alamos (NM); On-site; USD 66,000 - 115,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Life insurance

Parental leave

401(k) plan

Tuition assistance

Flexible schedules

Wellness programs

Relocation assistance

Job summary

Los Alamos National Laboratory is seeking a Professional Staff Assistant to support the NSAI Office, manage calendars, coordinate data calls, and prepare meeting minutes. The role emphasizes confidentiality, accuracy, and high-level administrative duties in a fast-paced environment on-site in Los Alamos, NM.

The position offers pathways at two levels, with responsibilities expanding for the Senior level, including project management and mentorship of junior staff, while maintaining a strong

Qualifications

• Experience providing administrative support in a busy environment.
• Calendar management and meeting logistics experience.
• Experience with business systems (Time and Labor, Travel, Purchasing) and Microsoft applications.
• Strong written and verbal communication skills.

Responsibilities

• Provide professional-level administrative support across business and operational areas.
• Advise management on a broad range of issues and serve as primary contact for external personnel and visitors.
• Coordinate data calls for the Genesis Mission and document meeting minutes across work groups.
• Support special projects and initiatives and mentor less experienced staff where applicable.

Skills

Executive Administrative Support

Calendar Management

Communication and Collaboration

Office software proficiency

Education

Bachelor’s degree

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Microsoft Teams

Job description

What You Will Do

This position will be filled at either the Professional Staff Assistant 1/ Professional Staff Assistant 2 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.

Professional Staff Assistant 1 ($66,100 - $103,600)

Join our team! The Deputy Laboratory Director for Weapons (DDW) is seeking an enthusiastic, motivated, and results-oriented Professional Staff Assistant to provide support for the National Security Artificial Intelligence (NSAI) Office. You will report to the Staff Operations Manager in DDW and will be a key member of the DDW Administrative team enabling business, operational, and programmatic excellence in support of our mission. Work is conducted in a team environment that requires close cooperation, exceptional communication, adaptability, taking initiative in completing tasks, and a willingness to provide support where needed.

You will be responsible for maintaining a professional office environment while independently managing your responsibilities with a high degree of accountability, accuracy, attention to detail, versatility, tact, and confidentiality. You will provide professional-level guidance and high-level administrative support across business and operational areas, advise management on a broad range of issues, and serve as the office's primary point of contact for external personnel and visitors.

In this role, you will help reduce the administrative burden on management and technical staff by coordinating data calls in support of the national Genesis Mission, documenting and distributing meeting minutes across work groups, and supporting special projects and initiatives.

Professional Staff Assistant 2 ($72,800 - $115,400)

In addition to what was outlined at the lower level, at this level you will be expected to research, analyze, and solve administrative, business, or operational issues both as an individual and within a team environment.

You will be expected to manage projects in an organized way that meets deliverables and commitments.

You will also mentor less experienced administrative staff.

About the NSAI Office

The NSAI Office is a small, highly engaged team that coordinates and facilitates the development and use of AI to address national security challenges. This is an exciting opportunity to help shape how the office is responsive to emerging needs and will be a driver in cross-Laboratory coordination, data-call management, and external communications with federal sponsors.

What You Need

Minimum Job Requirements

Executive Administrative Support

Experience providing administrative support in a busy environment requiring office management including safety, security, correspondence, records management, travel, time and effort, complex calendar management, meeting scheduling and logistics, and executing procurements. Demonstrated experience directly supporting senior managers or leadership. Excellent record of dependability, availability, attendance, punctuality, and proven customer service skills.

Calendar Management

Demonstrated experience providing calendar management, planning logistics, managing schedule conflicts, and arranging for local and cross-organizations meetings.

Business Systems

Demonstrated experience with business systems (i.e. Time and Labor, Travel, Purchasing) including experience with Microsoft applications (e.g., Word, Excel, PowerPoint, Outlook, Teams). Ability to learn and use other business systems used for personnel records, procurement, travel, financial information, etc. Ability to independently interpret data and information to produce professional products.

Communication and Collaboration

Excellent interpersonal, verbal, and written communication, grammatical proficiency, formatting, and editing capabilities expected at this level. Demonstrated ability to develop networks effectively with other administrative staff and key contacts outside own area of expertise, both internal and external to the organization.

Clearance Requirements

Active Q Clearance and the ability to obtain Sigma 15 Access.

Additional Job Requirements for Professional Staff Assistant 2

Project Management

Demonstrated skills in organizing, prioritizing, and following through to completion on multiple tasks within a project, often with minimal supervision. The proven ability to work effectively under pressure of deadlines, interruptions and changing priorities with a high degree of accuracy and attention to detail.

Mentorship

Experience providing mentorship, training, and coaching less experienced administrative staff.

Professional Staff Assistant 1 Education/Experience

Position requires a Bachelor's Degree and 2 years related experience; or, an equivalent combination of education and experience directly related to the occupation.

Undergraduate coursework may be expected at this level.

Professional Staff Assistant 2 Education/Experience

Position requires a Bachelor's Degree and 5 years related experience; or, an equivalent combination of education and experience directly related to the occupation.

Desired Qualifications

• Knowledge of the Laboratory's organizational structure and administrative policies, practices, and procedures.
• Active classified computing account; current Classified Matter Custodian (CMC)
• UTrain Administrator
• Ariba purchasing/procurement experience
• Familiarity with contract administration
• Active P-Card holder

Work Environment

Work Location

This position is full-time on-site position, located in Los Alamos, NM.

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.

Note to Applicants

Due to federal restrictions contained in the current National Defense Authorization Act, citizens of the People's Republic of China-including the special administrative regions of Hong Kong and Macau-as well as citizens of the Islamic Republic of Iran, the Democratic People's Republic of Korea (North Korea), and the Russian Federation, who are not Lawful Permanent Residents ("green card" holders) are prohibited from accessing facilities that support the mission, functions, and operations of national security laboratories and nuclear weapons production facilities, which includes Los Alamos National Laboratory.

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)
• 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.

• Eligibility requirements: To obtain a clearance, an individual must be at least 18 years of age; U.S. citizenship is required except in very limited circumstances. See DOE Order 472.2 for additional information.

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. All employment practices are based on qualification and merit, without regard to protected categories such as race, color, national origin, ancestry, religion, age, sex, gender identity, sexual orientation, 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, state, and local 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 (505)-664-6947.