What You Will Do
The Theoretical Division (T-DO) is seeking a highly organized, reliable and customer-focused Administrative Professional to deliver essential business and administrative support to a team of managers, scientists, postdoctoral researchers, and students.
Reporting to the Staff Operations Manager, this position functions within a collaborative and fast-paced environment and requires exceptional communication skills, strong attention to detail, and a high level of professionalism. The successful candidate will support a broad range of administrative functions across the division and LANL support organizations, ensuring efficient operations and delivering responsive administrative support.
The selected candidate will serve as the primary interface for the group office, providing administrative support to managers, staff, students, and visiting scientists. Key responsibilities include arranging travel, managing procurement actions, coordinating office functions, and serving as a central point of contact.
Primary Responsibilities include but are not limited to:
Calendar management.
Handle incoming and outgoing correspondence, documents, and signature items.
Perform complex administrative tasks requiring independent judgment, attention to detail, and initiative.
Arrange domestic and international travel and process associated reimbursements.
Serve as the group timekeeper.
Act as the Designated Procurement Representative (DPR) and P-Card holder.
Prepare and track Guest Agreements and Foreign Visits documentation.
Maintain accurate and auditable office records; process, verify, and track administrative data.
Coordinate student package processing for summer students.
What You Need
Minimum Job Requirements:
Administrative Support
Demonstrated proficiency providing administrative support in a complex and busy office environment with proven success of adaptability, flexibility, cooperation, and willingness to provide support wherever needed.
Demonstrated ability completing action items and tracking them to closure.
Ability to learn, understand, and follow institutional policies and procedures.
Experience supporting teams in areas such as calendar management, travel coordination (domestic and foreign), procurement, timekeeping, guest agreements, student packages
Strong problem-solving abilities and initiative to identify, develop, and implement effective solutions.
Experience utilizing tact, diplomacy, and discretion in dealing with sensitive and confidential information.
Communication Skills
Excellent verbal and written communication, including strong proofreading and editing skills.
Strong interpersonal skills and the ability to interact effectively with personnel at all levels, both internal and external.
Ability to compose clear, accurate correspondence and documents with attention to detail.
Organization and Time Management
Demonstrated ability to 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.
Demonstrated record of dependability, availability, attendance, and punctuality.
Demonstrated experience making decisions and resolving complex problems both independently and as a team member using judgment and creativity to determine the approach or action to take in non-routine situations.
Business Systems
Proficiency in Microsoft Teams and Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
Experience with procurement systems, including willingness to hold a corporate purchase card.
Leadership and Team Engagement
Proven ability to foster teamwork and collaboration across groups.
Dependable, adaptable, and able to manage interruptions calmy and effectively.
Proven ability to build effective working relationships and networks.
Demonstrated ability to calmly manage interruptions and changing priorities; complete assignments with or without established procedures; and be available and dependable.
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.
Desired Qualifications:
Familiarity with LANL business systems, including Oracle, Ariba/purchase card procurements, Foreign Visits Tracking System, SharePoint, and MS Teams.
Experience with Concur or a similar business travel system and familiarity with government travel policies.
Experience with and knowledge of the Laboratory's visitor, guest, and foreign visits programs and process.
Knowledge of the Laboratory organizational structure and administrative support operations.
Active DOE Q clearance
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:
For full consideration, submit a comprehensive resume and a detailed cover letter explaining how you meet each of the minimum requirements and any of the desired qualifications.
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.
No Clearance: Position does not require a security clearance. Selected candidates will be subject to drug testing and other pre-employment background checks.
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 (https://int.lanl.gov/policy/documents/P701.pdf) 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.
