Adminstrative Assistant

Overview

The X Computational Physics (XCP) Division is seeking an organized, highly proficient, customer-focused and reliable Administrative Assistant to provide high level administrative support in a classified work environment to the management and staff of an active, complex technical organization. The selected candidate must have the ability to function in a confidential and discrete manner, demonstrate the ability to work independently and effectively under pressure, as well as in a team environment requiring cooperation and flexibility.

• Execute administrative and office-related functions and activities requiring sound judgement, initiative, and independent action
• Generate a variety of internal and external professional correspondence
• Coordinate multiple calendars and schedules
• Coordinate meeting/conference scheduling and announcement logistics including badging and clearance transfers as appropriate with internal and external attendees
• Help with domestic and foreign travel arrangements and reimbursements
• Handle program and/or personnel sensitive information and/or classified matter
• May serve as an escort to visitors and uncleared and/or L-cleared personnel

Minimum

Job Requirements:

Administrative Support
Experience providing administrative support in a busy office environment requiring complex calendar management, domestic and foreign travel, procurement, meeting scheduling/logistics, visitor processing, accurate data entry and tracking, and time keeping. Experience with solving problems, developing and implementing solutions, and innovating business practices to ensure customer satisfaction at all levels.

Organization and Time Management
Demonstrated ability to organize, prioritize and follow-through to completion on multiple tasks with deadlines, with frequent interruptions, and changing priorities in a dynamic and fluid working environment. Experience working with sensitive, personnel related information. Demonstrated record of dependability, availability, attendance, and punctuality.

Business Systems
Hands-on knowledge and experience with Webex, Google Docs, Microsoft Office Suite (particularly with Outlook, Excel, PowerPoint, and Word) and with Oracle business systems and Concur for domestic and foreign travel. Ability to independently interpret data and information to produce professional Word documents, Excel spreadsheets, and PowerPoint presentations. Experience serving as a designated procurement representative (DPR).

Communication
Excellent interpersonal, verbal and written communication skills while interacting effectively with people throughout the organization and in partnership with internal support organizations.

Education/Experience
Position requires a High School Diploma and 3 years related experience; or, an equivalent combination of education and experience directly related to the occupation. At this level, additional training, certification, and/or education may be desirable.

Desired

Qualifications:

• Knowledge of and experience with lab wide systems (Oracle, Concur, etc.)
• Demonstrated ability to build effective working relationships and interact with all levels of management including high-level external stakeholders and sponsors
• Active DOE Q Clearance

Work Schedule:

This would be a full-time position with the ability to pick your schedule from the LANL available schedules of 5/40 and 9/80. All work must be performed onsite during the set work schedule.

Work Location:

Onsite 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.

For full consideration, applicants must submit a comprehensive cover letter that addresses the key requirements of the position.

Due to federal restrictions contained in the current National Defense Authorization Act, citizens of certain countries 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.

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 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…