What You Will Do
Institutional Facilities is seeking a motivated and customer service focused individual to provide administrative support to the Facility Operations Directorate! Institutional Facilities is a new organization at the Laboratory focused on providing oversight to 900+ facilities across the Laboratory ensuring they available to the workforce to meet mission needs.
In order to meet the needs of the Institutional Facilities Directorate, the Administrative Assistant will work closely with the Facility Operations Director, Deputy Facility Operations Director, your team, FOD members, and customers to effectively support FOD operations. The selected candidate must possess excellent customer service skills and be an excellent problem-solver as well as have the ability to quickly learn the Laboratory's organizational structure and policies, practices, and procedures specific to IF. While executing your responsibilities, you will consistently demonstrate attention to detail, initiative, versatility, and tact.
What You Need
Minimum Job Requirements:
Administrative and Management Support
Experience providing high-level administrative support in a fast-paced, busy environment.
Experience assisting with solving problems, implementing solutions, and innovating business practices to ensure customer satisfaction at all levels. Demonstrated ability to develop effective customer and end-user relationships, interacting with all levels of internal and external personnel in a professional manner.
Experience with managing multiple Outlook calendars (scheduling/deconflicting) and experience coordinating celebrations/events/project reviews (service anniversaries, retirement, kick-off events, etc.) Experience with drafting agendas, recording and transcribing meeting minutes.
Demonstrated experience in researching, assembling and coordinating assigned projects, understating of balancing resources and priorities, including action tracking and developing mitigating actions.
Personal Leadership
Demonstrated ability to work both independently and collaboratively, prioritize and complete tasks effectively, and remain calm and flexible in a dynamic, fast-paced environment.
Communication
Experience communicating effectively both verbally and in writing, with the ability to engage across all levels of the organization and collaborate with internal support teams.
Business Systems
Proficient in Microsoft Office 365 (Excel, Word, PowerPoint, Teams, etc.).
Ability to conduct research and assemble data for assigned projects related to specialized functions, organizations, and/or programs for issues of moderately complex scope where analysis of situations or data requires a review of a variety of factors.
Education/Experience: Position requires a High School Diploma and 5 years related experience; or, an equivalent combination of education and experience directly related to the occupation.
Desired Qualifications:
Institutional Knowledge
Experience with institutional programs for effective support for the FOD. Including: Ariba and DPR responsibilities, policies, etc.; Oracle actions for non-lab contingents, time and effort, etc.; Concur, Foreign Travel Systems, Ariba, AskHR, Utrain, and LANLShip.
Familiarity with Facility Operations.
Demonstrated knowledge of facility operations including facility service requests, maintenance work plans, system and configuration management, release of facility modifications, and the establishment and maintenance of preventative and corrective maintenance scheduling.
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 (https://directives.nnsa.doe.gov/supplemental-directive/sd-0206-0002) . 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 (https://www.directives.doe.gov/directives-documents/400-series/0472.2-BOrder-chg1-pgchg) 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 applyhelp@lanl.gov or call (505)-664-6947 opt. 3.
