Title: Professional Staff Assistant 1

Location: Los Alamos, NM, US

Vacancy Name: IRC136450

Job Description:

What You Will Do

The Associate Laboratory Directorate for Business Management (ALDBUS) is seeking an enthusiastic, self-motivated, and highly proficient Professional Staff Assistant 1. The successful candidate will maintain a high degree of professionalism and will work in partnership with other ALDBUS professional staff and, with oversight from the Chief Operating Officer. The candidate will provide advanced administrative support, and administrative leadership for business, operational, and programmatic activities while maintaining a positive attitude and professional office atmosphere. The successful candidate will demonstrate initiative and self-motivation along with strong customer service, organization, time management, and problem-solving skills. He or she will be responsible for specific duties including complex calendar management, purchase requests, time and effort, travel, special projects, and facility management but are not limited to the following:

Serve as the primary administrative resource for the Chief Operating Officer.
Coordinate calendar management, meeting prioritization and tasks to ensure optimal productivity.
Coordinate high level meetings and logistics. 
Track and convey administrative and programmatic deliverables and action items.
Prepare, review, and process signature items and maintain an electronic filing system.
Compose a variety of presentations, specialized reports, and other documents.
Serve as a Professional Buyer, purchasing goods and services via the LANL P-Card and Ariba.
Serve as a resource to administrative staff and management regarding established policies and procedures.
Conduct research and assist in the analysis, design, and implementation of business, operational, and programmatic initiatives to ensure organizational objectives.
Other duties as assigned.

What You Need

Minimum Job Requirements:

Proven competence in providing advanced administrative assistance, oﬃce management, and administrative leadership in a complex office environment.
Demonstrated experience organizing, prioritizing, and following-through to complete multiple tasks, often under strict deadlines, frequent interruptions, changing priorities, and making decisions regarding appropriate dispensation.
Demonstrated experience in complex calendar management, planning and coordinating logistics for cross-organizational and external meetings.
Demonstrated experience in capturing accurate meeting notes as well as identifying and tracking action items/deliverables resulting from internal and external meeting discussions.
Demonstrated strong customer service and teaming skills. Ability to interact eﬀectively and build eﬀective working relationships with all levels of internal and external staff.
Demonstrated excellent verbal and written communication skills.
Demonstrated knowledge and experience in time and effort, travel, procurement and key custodian duties.
Demonstrated experience and extensive knowledge of Laboratory-wide business systems (e.g., Oracle, Time and Labor, Concur, and iProcurement) and computer software applications (e.g., Teams, Microsoft Word, Excel, Outlook, PowerPoint).
Demonstrated success developing and implementing process improvements.
Knowledge of Laboratory organizational structure and operations and administrative policies and procedures.
Excellent record of dependability and punctuality.

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.

Desired Qualifications:

Knowledge of Laboratory organizational structure, operations, and administrative policies and procedures.
Experience interacting with high-level managers and officials, both internal and external.
Active Q-clearance.

Work Location: The work location for this position is hybrid and is located in Santa Fe, NM. Hybrid is defined as working partially onsite/partially offsite but within 2 hours ground commute of this location. All work locations are at the discretion of management and can change at any time with appropriate notice.

Position commitment: Position 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: Please submit a detailed cover letter with your resume addressing all minimum and desired skills.

Due to federal restrictions contained in the current National Defense Authorization Act, citizens of the People’s Republic of China, the Islamic Republic of Iran, the Democratic People’s Republic of 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 maternity and parental leave
Award-winning 401(k) (6% matching plus 3.5% annually)
Learning opportunities and tuition assistance
Flexible schedules and time off (paid sick, vacation, and holidays)
Onsite gyms and wellness programs
Extensive relocation packages (outside a 50-mile radius)

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