What You Will Do
The Nuclear Nonproliferation and Security (GS-NNS) Program Office is seeking a motivated, energetic, and customer-focused individual to provide professional level administrative support to our busy and dynamic office that encompasses a large and diverse portfolio. Our team enjoys a collegial work environment focused on creative problem solving, where everyone’s opinions and ideas are considered. This opportunity will provide you with a broad perspective of the Laboratory’s Global Security programs as well as opportunities for growth. We are seeking a candidate who wants to be a part of our exciting and important mission.
Functionally, the PSA will take guidance from the Program Director, Deputy Program Director, and Staff Operations Manager. This individual will be part of a high-performing and supportive front office team marked by close cooperation, flexibility, adaptability, and a willingness to provide support where needed. Duties will include, but are not limited to the following:
– Provide a wide range of professional-level administrative support for a variety of program-related activities. This includes executing special projects, expert calendar management, travel support, processing procurements, facilitating clearance transfers, time reporting, and more. Every day brings a new challenge in this office!
– Coordinate logistics, scheduling, announcements, and administrative facilitation of programmatic meetings, events, workshops, and conferences onsite and offsite.
– Work with the staff operations manager to identify and remove procedural or operational barriers to increase process efficiency.
– Generate monthly reports to support program status reviews.
– Work with programmatic team members to ensure accuracy, completeness and compliance of documents and records.
– Establish and successfully manage electronic records and controlled document databases.
You must be a creative problem-solver, able to anticipate challenges and obstacles, and tactfully resolve them. You should enjoy working as part of a team as well as independently with minimal supervision; be able to establish and balance multiple priorities; be capable of handling personnel and sensitive matters with discretion; and effectively communicate with all levels of staff. If you are a team player dedicated to excellent project delivery and you enjoy working in a collaborative and engaging environment, we want to hear from you!
What You Need
Minimum Job Requirements:
High-Level Administrative Support
Experience providing high-level administrative support in a busy office environment requiring complex calendar management, event planning, domestic and foreign travel, procurement, meeting scheduling/logistics, accurate data entry and tracking, and time keeping. Experience with solving problems, developing and implementing solutions, and innovating business practices and process improvements to ensure customer satisfaction at all levels.
Organization and Time Management
Extensive experience and excellent in organizing, prioritizing, managing and following through to completion multiple assigned tasks in a demanding and fluid work environment. Demonstrated record of timely responses, dependability, availability, attendance, and punctuality.
Personal Leadership and Teaming Skills
Demonstrated ability to work independently and collaboratively as part of a team, deal effectively with conflict, and build effective working relationships and a strong network beyond one’s immediate organization. Ability to calmly manage interruptions and changing priorities; to complete assignments with or without established procedures; and be available and dependable. Utilization of tact, diplomacy and discretion in dealing with sensitive and confidential information. Taking initiative to learn, finding solutions, and offering proactive support is necessary to succeed in this role.
Communication Skills
Excellent interpersonal, verbal and written communication skills while interacting confidently and effectively with people at all levels in the organization and in partnership with internal support organizations. Grammatical proficiency, formatting, and editing capabilities expected at this level.
Computer Skills
Familiarity and proficiency with standard business systems; virtual meeting platforms such as Webex and Microsoft Teams, and word processor applications including Microsoft Office Suite (particularly with Outlook, Excel, PowerPoint, and Word). Ability to independently interpret data and information to produce professional MS Word documents, MS Excel spreadsheets, and MS PowerPoint presentations.
Clearances
Ability to obtain both Q and SCI clearances, which normally requires U.S. citizenship.
Education/Experience: Position requires a bachelor’s degree and 2 years related experience; OR, an equivalent combination of education and experience directly related to the occupation. Undergraduate coursework may be expected at this level.
Desired Qualifications:
Visit Planning Expertise
Experience and confidence in helping plan and host visits, meetings, workshops and conferences as well as working in collaboration with multiple stakeholders to successfully execute high-level and complex events. Experience communicating with visitors and sponsors external to the Laboratory regarding event details and requirements.
Competency with LANL-specific Business Systems
Familiarity and proficiency with Laboratory-wide business systems including Oracle, the Foreign Visits Tracking System, Concur, iProcurement/Ariba, badging and clearance transfer systems, UTrain, Sunflower, SharePoint, and/or Confluence. Thorough and in-depth knowledge and understanding of Laboratory structure, operations, and policies and procedures. Experience with procurement systems, including willingness to hold a corporate purchase card.
Global Security Experience
Knowledge or familiarity with the same mission space as the Laboratory and ALDGS directorate, including administrative policies and procedures.
Essential Job Functions (can perform with or without reasonable accommodation): Reading and distance vision, ability to speak, sitting, standing, walking, typing or keyboarding, lifting 10-20 pounds, pushing/pulling, operation of motor vehicles.
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:
– Applicants must submit a detailed resume highlighting your qualifications and relevant experience to be considered for the position. A cover letter is strongly encouraged.
– Occasional opportunities for domestic travel arise, but travel is not required. The work location for this position is primarily on-site and in Los Alamos, NM. Position will allow for some telework flexibility at the discretion of management.
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. 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/SCI (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 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 and supports a diverse and inclusive workforce. All employment practices are based on qualification and merit, without regard to race, color, national origin, ancestry, religion, age, sex, gender identity, sexual orientation or preference, 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 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 1-505-665-4444 option 1.
Employment StatusFull TimeAppointment TypeRegularRegular
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