Professional Staff Assistant 2

Los Alamos National Laboratory; Los Alamos (NM); On-site; USD 52,000 - 76,000; Full time

Job summary

Los Alamos National Laboratory is seeking a Professional Staff Assistant 2 to provide administrative and staff support to the Analytics, Intelligence and Technology Division. The role involves managing complex calendars, coordinating procurement and travel, and serving as a lead visitor coordinator while maintaining confidentiality and professionalism.

Applicants should have a Bachelor's degree with 5 years of related experience; must be able to acquire Q/SCI clearance.

Qualifications

• Administrative experience managing complex calendars for multiple managers.
• Coordinating procurement and purchasing activities.
• Scheduling visits and coordinating travel.
• Strong written and verbal communication skills.
• Ability to research, resolve issues, and guide other admins.

Responsibilities

• Manage complex calendars for multiple managers and priorities.
• Coordinate with SOM and admin staff; maintain confidentiality and discretion.
• Research issues and propose process improvements for admin workflows.
• Lead visitor coordination including scheduling visits and onboarding.

Education

Bachelor's Degree

Tools

Microsoft Word

Microsoft Excel

Outlook

PowerPoint

MS Teams

Adobe

Job description

What You Will Do

This position is open for external candidates only to apply.

The Analytics, Intelligence and Technology Division Office (A-DO) is seeking an exceptionally skilled Professional Staff Assistant 2 (PSA-2) to provide administrative, operational, and professional staff assistance to our dynamic and cohesive team. A-Division specializes in merging all-source intelligence on national security threats with cross-domain systems modeling and information synthesis and communication tools, to enable technology development and application in the national interest.

As a Professional Staff Assistant for A-DO, your office interactions will be with all levels of personnel both internal and external to the Laboratory, such as managers, research staff, technicians, professionals, and administrators. Administrative support will require initiative, professionalism, and discretion at all times. In this role you can expect to execute complex administrative and office-related functions and activities requiring sound judgement while working in a team environment that requires close cooperation and adaptability. This includes:

• Managing complex calendars for multiple managers, adapting to changing priorities, and acting independently across a broad scope of administrative work;
• Working closely with A-Division management, Staff Operations Manager (SOM), administrative staff through regular communication and close cooperation, while demonstrating attention to detail, accuracy, initiative, versatility, tact and confidentiality;
• Researching and analyzing issues and independently identifying creative solutions to improve administrative processes and office efficiency;
• Serving as lead contributor for organizing visits with internal/external participants; handling details regarding travel for the Division Leader/Deputy Division Leader and visitors to include reservations and reimbursements.

What You Need

Minimum Job Requirements:

• Demonstrated administrative experience managing complex calendars for multiple managers, supporting procurement and purchasing activities, and coordinating key and vehicle custodianship responsibilities, with the ability to serve independently as a primary administrative resource.
• Responsible and accountable to independently organize, prioritize and follow through to completion on multiple tasks, often under strict deadlines, with frequent interruptions, and changing priorities in a dynamic and fluid working environment.
• Proficient writing skills to independently compose and prepare routine and non-routine correspondence, reports, as well as strong interpersonal skills to communicate effectively.
• Experience in executing requests, independently researching/resolving issues, and providing/implementing guidance to group administrators by using cross-training, coaching, mentoring methods and serving as a resource regarding established institutional administrative policies and procedures
• Ability to serve as lead visitor coordinator to include independently scheduling visits and onboarding visitors.
• Experience analyzing, designing, and /or implementing business, operational, or programmatic initiatives to support organizational objectives.
• Advanced proficiency with standard business applications such as Word, Excel, Outlook, PowerPoint, MS Teams and Adobe.
• Ability to acquire Q/SCI clearances.

Education/Experience:

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

Desired Qualifications:

• Advanced hands-on working knowledge and experience with LANL standard applications and systems, including Oracle time and effort, Ariba (to include p-cards), Concur (Foreign and Domestic), and Utrain.
• Knowledge or experience with web content management and maintenance to ensure A-Division's LANL web page is updated regularly, as well as ensuring A Division presence on other platforms.
• Knowledge of and/or experience with SharePoint.
• Knowledge of Laboratory structure and administrative policies and procedures, document control, and records management.
• Experience supporting internal and external collaborations through meetings, workshops, programmatic reviews, visits, and guest agreements.
• Active Designated Procurement Representative and/or Purchase Card holder.
• Active Q Clearance and SCI Access Authorization.

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.

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. Our generous benefits package includes:

• 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/SCI (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 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.