Los Alamos National Laboratory · 19 hours ago
Administrative Assistant 4
Los Alamos, NM
Full-time
Onsite
Mid, Senior Level
5+ years expLos Alamos National Laboratory is a multidisciplinary research institution engaged in strategic science on behalf of national security. They are seeking an Administrative Assistant 4 to provide support to managers and staff, serve as the first point of contact for visitors, and manage various administrative tasks in a dynamic office environment.
Security
No H1B
Security Clearance RequiredU.S. Citizen Only
Responsibilities
Processing and keeping the Group management and staff abreast of non-technical, administrative matters (e.g., travel, procurement, timecards, space issues, conference rooms, policies and procedures, etc.)
Providing oversight of the administrative functions and management of the office
Managing calendars for the Group management, including related decision-making and prioritization
Prioritizing and tracking tasks to completion
Creating and maintaining spreadsheets and database files
Serving as the Group Office primary timekeeper, Designated Procurement Representative (DPR), records manager, key custodian, and classified matter custodian
Handling purchasing and purchase requests from the group/division
Assisting with travel request, booking travel, and submitting travel reimbursements
Ensuring the office atmosphere is conducive to open communications and interactions
Onboarding visitors including preparing documentation, access control, scheduling escorts, clearance transfers, etc
Onboarding new staff and students including preparing documentation and welcome packets and ensuring that work spaces are outfitted properly
Manage incoming/outgoing correspondence/documents and following processes
Preparing, composing, and editing documents and memos
Interfacing with facilities, human resources, IT support, and other offices to help solve problems in a timely manner
Qualification
Required
Demonstrated ability for exceptional attention to detail
Extensive experience and proven competence in professional administrative assistance or office management
Demonstrated extensive experience researching, analyzing, and resolving problems and issues both independently and as a team member
Demonstrated excellence in interacting effectively with management, peers, and customers (internal/external)
Ability to obtain a DOE Q/SCI Clearance
Excellent computer skills in Microsoft 365 Suite (Outlook, Word, Excel, PowerPoint, Teams), Google Drive, and similar tools
Demonstrated competency independently composing and editing correspondence, memo, and other written documents
Excellent oral, written, and interpersonal communication skills
Demonstrated experience utilizing tact, diplomacy, and discretion in dealing with in confidence and sensitive information/matters
A track record of demonstrating initiative and collaboration
Ability to carry out job responsibilities with minimal supervision, demonstrating initiative, tact, and discretion with in-confidence and sensitive information/matters
Demonstrated successful experience working on multiple projects with frequent interruptions, varying priorities, and deadlines while maintaining excellent quality in daily operational work
Position requires a High School Diploma and 5 years related experience; or, an equivalent combination of education and experience directly related to the occupation
Preferred
Thorough knowledge and in-depth understanding of Laboratory organizational structure, operations, policies, and administrative systems
Demonstrated experience with processes and systems for hosting external visitors, including foreign national visitors
Demonstrated experience with domestic and foreign travel reservations and reimbursement processes
Demonstrated Designated Procurement Representative and P-card experience
Experience with lab wide systems (Oracle E-Business Suite, FVTS, Concur, Ariba)
The desire to learn, grow, and take on increasing responsibility
Active Q clearance
Benefits
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)
Company
Los Alamos National Laboratory
Los Alamos National Laboratory, a multidisciplinary research institution engaged in strategic science on behalf of national security, is
10001+ employees
Funding
Current Stage
Late StageTotal Funding
unknownKey Investors
US Department of EnergyU.S. Department of Homeland Security
2023-08-16Grant
2023-05-19Grant
2023-01-17Grant
Leadership Team
Alex Delaney
R&D Engineer, Detonation Science and Technology
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