Administrative Assistant 4

About the Role

The Mission Application Services (ADS-MAS) Group within the Application and Data Services Division (AD-DO) is seeking a staff and customer-focused Administrative Assistant to provide high-level administrative support for the highly varied and dynamic activities of the group. This position requires initiative, professionalism, discretion, and flexibility. The selected candidate will need to be an excellent problem solver, anticipate challenges or obstacles, and tactfully resolve them with minimal supervision. This role involves collaborating with students, staff, group members, and the broader Application and Data Services team. The position reports to the ADS-MAS Group Leader and the ADS Staff Operations Manager.

Responsibilities

• Provide high-level administrative support for dynamic group activities.
• Build effective working relationships and interact professionally with all levels of internal and external personnel.
• Identify, analyze, and solve problems; propose, implement, and follow through on solutions.
• Organize, prioritize, and complete multiple tasks under strict deadlines, frequent interruptions, and changing priorities.
• Coordinate logistics, scheduling, and announcements for meetings and conferences.
• Handle sensitive, personnel-related information with discretion.
• Manage general office activities, including preparation and formatting of correspondence, reports, and presentations.
• Report onsite on a rotating basis (approximately 4 times per month) to provide in-person staffing support for teleworking drop-in spaces.

Requirements

• High School Diploma and 5 years of related experience; or an equivalent combination of education and experience.
• Demonstrated excellent verbal and written communication skills, including proofreading, editing, grammar, spelling, punctuation, accuracy, and attention to detail.
• Outstanding customer service skills.
• Experience building effective working relationships and interacting professionally with all levels of personnel.
• Proven ability to identify, analyze, and solve problems with minimal supervision.
• Demonstrated ability to organize, prioritize, and follow through on multiple tasks in a dynamic environment.
• Experience with standard office software (Microsoft Office Suite, including Visio, Word, Excel, PowerPoint) and virtual collaboration tools (MS Teams, Google Drive).
• High proficiency in preparing and formatting correspondence, reports, and presentations.
• Dependability, availability, attendance, and punctuality.

Qualifications

• Knowledge of Laboratory policies regarding travel, procurement, and time and labor.
• Experience with Laboratory-wide business systems such as Concur, Outlook, iProcurement, and Oracle Time and Labor.
• Understanding of the Laboratory's organizational structure and administrative policies, practices, and procedures.
• Prior experience performing routine purchases for an organization.

Work Location & Schedule

This is a hybrid position located in Los Alamos, NM, requiring partial onsite and partial offsite work (within a 2-hour ground commute of the location). The role requires reporting onsite approximately 4 times per month to support teleworking drop-in spaces. Work locations are at the discretion of management and may change with appropriate notice.

This is a regular position with a commitment period of 1 year.

Benefits

• PPO or High Deductible medical insurance with a large nationwide network.
• Dental and vision insurance.
• Free basic life and disability insurance.
• Paid childbirth and parental leave.
• Award-winning 401(k) with 6% matching plus 3.5% annual contribution.
• Learning opportunities and tuition assistance.
• Flexible schedules and time off (PTO and holidays).
• Onsite gyms and wellness programs.
• Extensive relocation packages (for candidates outside a 50-mile radius).

Additional Details

This position does not require a security clearance but is subject to drug testing and other pre-employment background checks. Due to federal restrictions, citizens of the People's Republic of China (including Hong Kong and Macau), the Islamic Republic of Iran, the Democratic People's Republic of Korea (North Korea), and the Russian Federation who are not Lawful Permanent Residents are prohibited from accessing facilities supporting national security laboratories.