The selected candidate for this position will support the Weapon Stockpile Modernization (Q) Division. This position will provide day-to-day administrative support to a specified group(s) within Q Division. The selected individual will report to and receive supervision and direction from Group Management and guidance from the Staff Operations Manager as a member of the Divisions Administrative Operations Team. Job responsibilities for this position include, but are not limited to: Execute complex administrative and office-related functions and activities requiring sound judgement; Utilize a high degree of initiative; Maintain independent action and professional discretion; Possess the ability to generate a variety of internal and external professional correspondence requiring little re-work; Professionally receive, review, prioritize, track and distribute incoming and outgoing messages and actions, including electronic and hardcopy mail, utilizing established or self-developed databases and/or systems and follow-up as appropriate; Coordinate multiple manager and conference room calendars and complex schedules; Coordinate meeting/conference scheduling and announcement logistics; including badging and clearance transfers as appropriate with internal and external attendees; Coordinate domestic and foreign travel arrangements and reimbursements; Enter time and effort reporting for assigned division staff as necessary; and; Handle program and/or personnel sensitive information and/or classified matter
Requirements:
Minimum Job Requirements: Extensive experience and proven competence in providing high-level administrative support in a busy office environment, including interfacing with all levels of personnel; Advanced computer skills in MS Office Suite (Word, Excel, PowerPoint), SharePoint, Outlook, and demonstrated knowledge of Lab-wide systems (Oracle, Time and Labor, DIVA, Concur, Procurement, Human Resources, and Training); Demonstrated ability to work independently while maintaining excellent quality in daily operational work, as well as the fine-tuned skills of organizing, prioritizing, and following through to completion multiple projects with frequent interruptions under strict deadlines and changing priorities; Demonstrated ability to effectively manage complex calendars and coordinate meetings; Demonstrated excellent interpersonal communication skills (verbal and written) while interacting effectively with all levels of employees, managers, external contacts, visitors, and customers; Demonstrated ability to work effectively and calmly under pressure of multiple deadlines, frequent interruptions, and changing priorities; Proven capacity to take initiative; organize and prioritize tasks; and assume responsibility for administrative projects from inception to completion; Demonstrated ability to act independently with minimal supervision; Excellent record of dependability, availability, attendance and punctuality; Demonstrated ability to work well as a team player; Excellent attention to detail, with focus on accuracy, consistency, and thoroughness; Desired Skills: Demonstrated experience and extensive knowledge of the Laboratory’s business systems, e.g., Time & Labor, Foreign Travel, Concur, Procurement, Oracle HR, UTrain; Working experience handling classified matter; experience as a classified matter custodian highly desirable; Document control and records management experience; Ability to serve as a Designated Procurement Representative (DPR); Active Q clearance; Education: Position typically requires five or more years of related experience, or an equivalent combination of education and experience. At this level, additional training, certification, and/or education may be expected. Notes to Applicants: for full consideration, applicants must submit a comprehensive cover letter that addresses the key requirements of the position
Text:
Administrative Assistant 4 Location Los Alamos, NM, US Organization Name Q-DO / Weapon Stockpile Modernization Division What You Will Do The selected candidate for this position will support the Weapon Stockpile Modernization (Q) Division. This position will provide day-to-day administrative support to a specified group(s) within Q Division. The selected individual will report to and receive supervision and direction from Group Management and guidance from the Staff Operations Manager as a member of the Divisions Administrative Operations Team. Job responsibilities for this position include, but are not limited to: Execute complex administrative and office-related functions and activities requiring sound judgement; Utilize a high degree of initiative; Maintain independent action and professional discretion; Possess the ability to generate a variety of internal and external professional correspondence requiring little re-work; Professionally receive, review, prioritize, track and distribute incoming and outgoing messages and actions, including electronic and hardcopy mail, utilizing established or self-developed databases and/or systems and follow-up as appropriate; Coordinate multiple manager and conference room calendars and complex schedules; Coordinate meeting/conference scheduling and announcement logistics; including badging and clearance transfers as appropriate with internal and external attendees; Coordinate domestic and foreign travel arrangements and reimbursements; Enter time and effort reporting for assigned division staff as necessary; and Handle program and/or personnel sensitive information and/or classified matter. What You Need Minimum Job Requirements: Extensive experience and proven competence in providing high-level administrative support in a busy office environment, including interfacing with all levels of personnel. Advanced computer skills in MS Office Suite (Word, Excel, PowerPoint), SharePoint, Outlook, and demonstrated knowledge of Lab-wide systems (Oracle, Time and Labor, DIVA, Concur, Procurement, Human Resources, and Training). Demonstrated ability to work independently while maintaining excellent quality in daily operational work, as well as the fine-tuned skills of organizing, prioritizing, and following through to completion multiple projects with frequent interruptions under strict deadlines and changing priorities. Demonstrated ability to effectively manage complex calendars and coordinate meetings. Demonstrated excellent interpersonal communication skills (verbal and written) while interacting effectively with all levels of employees, managers, external contacts, visitors, and customers. Demonstrated ability to work effectively and calmly under pressure of multiple deadlines, frequent interruptions, and changing priorities. Proven capacity to take initiative; organize and prioritize tasks; and assume responsibility for administrative projects from inception to completion. Demonstrated ability to act independently with minimal supervision. Excellent record of dependability, availability, attendance and punctuality. Demonstrated ability to work well as a team player. Excellent attention to detail, with focus on accuracy, consistency, and thoroughness. Desired Skills: Demonstrated experience and extensive knowledge of the Laboratory’s business systems, e.g., Time & Labor, Foreign Travel, Concur, Procurement, Oracle HR, UTrain. Working experience handling classified matter; experience as a classified matter custodian highly desirable. Document control and records management experience. Ability to serve as a Designated Procurement Representative (DPR). Active Q clearance. Education: Position typically requires five or more years of related experience, or an equivalent combination of education and experience. At this level, additional training, certification, and/or education may be expected. Notes to Applicants: For full consideration, applicants must submit a comprehensive cover letter that addresses the key requirements of the position. Additional Details: Clearance: Q (Position will be cleared to this level). Applicants selected will be subject to a Federal background investigation and must meet eligibility requirements* for access to classified matter. *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. Regular position: Term status Laboratory employees applying for regular-status positions are converted to regular status. 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 regards 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. Where You Will Work The Weapon Stockpile Modernization Division (Q) provides the system engineering, program management, component technology development and system/sub-system testing necessary to field the modernizations authorized to extend the life of the Los Alamos National Laboratory’s assets in the active United States nuclear stockpile. Currently, these modernizations are directed at the B61 and the W88. This role demands expertise in design, engineering, fabrication and testing of multiple components using state-of-the-art computational simulation tools and engineering test facilities. The Division works in close liaison with the several production facilities across the nuclear security complex as well as with the customers in the US Navy and Air Force. The Division is also tasked with broadly anticipating the scope of possible future modernizations and with enabling the various technology advances that they might require. Appointment Type Regular Regular Minimum Salary 50200 Maximum Salary 77600 Contact Details Contact Name Vonharders, Jeremy E Email jeremyv@lanl.gov Work Telephone 505-665-5993
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