Administrative Assistant 4

Description

Job Title Administrative Assistant 4

Location Los Alamos, NM, US

Organization Name MPA-MAGLAB/National High Magnetic Field Lab - Pulsed Field Facility

Minimum Salary 57800

Maximum Salary 89500

What You Will Do
The MPA-MAGLAB group at Los Alamos National Laboratory is seeking an energetic and motivated Administrative Assistant to join their team. The successful candidate will be professional, efficient, and reliable, with a wide variety of office related experience to leverage in support of MPA-MAGLAB group leadership, staff, and visiting scientists. This position requires an individual with a genuine customer-service focus and excellent communication skills, who can act independently, can prioritize multiple simultaneous tasks, and is comfortable with a broadly defined scope of work.

MPA-MAGLAB is an experimental materials science group responsible for running the Pulsed Field Facility (PFF) of the U.S. National High Magnetic Field Laboratory (NHMFL). As such we operate a National Science Foundation funded scientific user program that allows qualified researchers from around the world to do experiments in high magnetic fields. The main purpose of our work is to understand how materials respond to extremely high magnetic fields and use that knowledge for basic research and mission science. The scope of research activities that will be supported span; pulsed power system engineering, magnet design and fabrication, advanced instrumentation for transient high field measurements, and a vibrant in-house science program serving diverse sponsors. Further information on the NHMFL-PFF is available at the following websites: nationalmaglab.org, nationalmaglab.org/user-facilities/pulsed-field-facility,

Administrative Assistant 4 ($57,800 - $89,500)
The selected candidate will be the primary interface to the group office: arranging travel, procurement, providing administrative support to the managers and members of the group, and serving as a point of contact for students and visiting scientists. The candidate is expected to work with minimal supervision and use independent judgement to respond to requests for information. The successful candidate will be responsible for creating a professional, efficient and positive experience for staff, students and visitors. The selected candidate will have a variety of office related duties that require both independent judgement and the direction of senior administrators including but not limited to the following:

• Manage calendars for the group leadership and conference rooms as requested.
• Manage incoming and outgoing correspondence, documents, and signature items for the group leadership.
• Execute complex administrative and office-related functions and activities-requiring sound judgement and a high degree of initiative-whilst balancing the diverse needs of the group.
• Arrange domestic and international travel and coordinate reimbursements.
• Become a group resource for navigating LANL administrative requirements through researching policies and procedures to complete routine and non-routine requests.
• Drive procurement requests from creation through delivery; process purchase and shipping requests, order and track supplies for the group.
• Serve as a timekeeper for the group.
• Coordinate domestic and foreign visitors to LANL.
• Coordinate activities, conferences, meetings, and collaborate with external stakeholder organizations (i.e. other branches of the Mag Lab external to LANL, universities, industrial contractors)
• Serve as a records manager for the group (maintain electronic and hardcopy files)

What You Need

Minimum Job Requirements:

• Experience and proven competence performing high-level administrative support and office management with minimal supervision, in a team environment which requires effectively working and interacting with all levels of personnel.
• Computer skills in MS Office Suite (Word, Excel, Powerpoint, Outlook, Sharepoint, MS Teams, etc.) and demonstrated ability to learn Lab business systems (Oracle, Ariba, FVTS, Concur, etc.).
• Excellent record of professional behavior, dependability, availability, and punctuality, whilst maintaining attention to detail and accuracy.
• A record of clear and professional oral and written communication skills, including grammatical proficiency, formatting, and editing.
• Demonstrated strong interpersonal skills, providing high quality and professional customer service to individuals at all levels.
• Demonstrated willingness to provide support in a busy, dynamic office environment and manage interruptions with frequently evolving priorities.
• Demonstrated ability to work with business-sensitive information, exercising tact, discretion, and good judgment in dealing with confidential and sensitive matters.
• Ability to support and coordinate special events, projects, and meetings.

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.
At this level, additional training, certification, and/or education may be desirable.

Desired Qualifications:

• Experience in the use of bespoke business software such as Lab-wide systems including: Oracle, Time and Labor, CMS, Concur, WEBEX, and iExpenses.
• Experience with procurement and reconciliation of expenses experience, including a willingness to act as a Designated Procurement Representative (DPR) and ability to obtain and use a purchase card for the group and experience with Ariba.
• Advanced knowledge of, or the demonstrated ability to quickly assimilate knowledge of the Laboratory's organizations and administrative policies and procedures.
• Demonstrated experience with the process of bringing visitors to LANL, including non-US citizens via the Foreign Visits Tracking System (FVTS) .
• Experience related to the administration of training requirements and safety documentation including the LANL UTrain system.
• Experience serving as a key/core and government vehicle custodian.
• Experience collaborating with the student office to facilitate student onboarding and acting as a Student Liaison.

Note to Applicants: For full consideration, applicants MUST submit their resume and a detailed cover letter addressing all the requirements of the position.

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.

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.

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 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, 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 1-505-664-6947 option 2 and then option 3.

Employment Status Full Time

Appointment Type Regular

Regular