What You Will Do
The Sigma Division Office is looking for an Administrative Assistant 4 to join our dynamic and expanding team. We are seeking an energetic, highly proficient administrator to provide support to our managers and staff while serving as the first point of contact for visitors, officials, and upper management. The successful candidate will have a customer focused approach to administrative responsibilities and work independently with minimal supervision, establish and balance priorities, be capable of handling personnel and sensitive matters with tact and discretion, and effectively communicate with all levels of staff while maintaining a positive attitude and creating a professional work atmosphere.
This position will provide administrative support for a wide variety of office-related activities including but not limited to:
Managing calendars for the Sigma Ops Group management leaders; including related decision-making and prioritization.
Processing administrative duties such as travel (domestic/foreign), procurement, time & labor, office and lab space coordination, office supply orders, conference room management, etc.
Provide support in processing Human Resource actions such as submitting job postings, maintaining job postings, extend offer requests, new position creation, and guest agreements. Assisting with interviews/new hire coordination.
Provide oversight of the administrative functions and management of the office. Prioritizing and tracking tasks to completion.
Manage incoming/outgoing correspondence. Preparing, composing, and editing documents and memos.
Onboarding of visitors includes preparing documentation, badge appointments, clearance transfers.
What You Need
Minimum Job Requirements:
Extensive and proven competence in providing high-level administrative support in a busy office environment.
Excellent oral, written and interpersonal communication skills, including proofreading, grammar, spelling, punctuation, accuracy, and attention to detail.
Demonstrated ability to organize, prioritize, and follow-through to complete multiple tasks, often under strict deadlines, frequent interruptions, and changing priorities.
Demonstrated ability to coordinate multiple calendars (both personal and conference room) with complex schedules.
Ability to carry out job responsibilities with minimal supervision, demonstrating initiative, tact, and discretion with confidence.
Ability to effectively interact in a team environment and interact with all levels of management, customers, internal and external personnel.
Excellent computer skills in Microsoft Suite (Outlook, Work, Excel, PowerPoint, Teams) and similar tools.
Excellent record of professional behavior, dependability, availability, and punctuality.
Ability to obtain Q-clearance, which normally requires U.S. Citizenship
Education/Experience: Position requires a High School Diploma and five years related experience; or an equivalent combination of education and experience directly related to the occupation.
Desired Qualifications:
Experience with LANL Lab-wide systems (Oracle E-Business Suite, Concur, Ariba, FVTS) and SharePoint.
Demonstrated experience with processes and systems for hosting external visitors, including foreign national visitors.
Thorough knowledge and in-depth understanding of the Laboratory organizational structure, operations, policies, and administrative systems.
Active 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: In order to be formally considered you must attach a cover letter that addresses the minimum and desired job requirements of this advertisement.
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://int.lanl.gov/org/ddops/oma/prime-contract-management/applicable-directives/_assets/docs/DOE-O-206.2-Chg-2-LtdChg-Identity,-Credential,-and-Access-Management-ICAM-1.pdf) . 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-a-chg1-ltdchg/@@images/file) 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 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.
