What You Will Do
Join the Occupational Health (OH) Division responsible for ensuring the health and wellbeing of Los Alamos National Laboratory employees. OH collaborates and innovates with LANL partners to create a safe and healthy workplace for LANL employees by: providing medical surveillance exams for employees exposed to certain hazards in the workplace; medical certification and fitness for duty examinations to ensure employees can perform their work safely and securely; managing medical accommodations and medical restrictions for employees with personal health conditions and evaluating and treating employees with work related injuries and illnesses. In addition to the medical services mentioned above, OH also has a robust behavioral health program and a comprehensive wellness program.
As a Professional Staff Assistant, you will support the Occupational Health Division Office (OSH-DO) and provide expert-level administrative support for business, operational, and/or programmatic activities. Specific duties may include but are not necessarily limited to: tracking and conveying action items; generating and reviewing internal and external correspondence; developing and maintaining electronic and hard-copy filing systems; coordinating complex calendars, schedules (including health care provider, nurse and behavioral health appointment availability and coverage), meetings and conference logistics and travel arrangements; participating and leading special projects; and serving as a resource for staff and managers regarding established policies and procedures. You may also conduct research and assemble data for assigned reports, presentations, and/or planning documents; and assists in the analysis, design and implementation of business, operational, and/or programmatic initiatives to ensure organizational objectives. You will report to the OH-DO Staff Operations Manager in creating a team environment marked by close cooperation, adaptability, and a willingness to provide support where needed while serving as a point of contact, resource, and role model for other administrative staff in the OH Division. Under established supervision, you will assume responsibility for demonstrating accuracy, attention to detail, initiative, versatility, tact, and confidentiality in all matters. The Professional Staff Assistant must be an organized, motivated performer capable of quickly changing focus, acting independently, and comfortable with a broadly defined scope of work. Critical thinking and follow through, along with excellent oral and written communication and customer service skills, are a necessity for this role.
What You Need
Minimum Job Requirements:
Professional Level Administrative Support:
Demonstrated experience providing high-level administrative support in a busy environment requiring policy and document management, procurement, property management, meeting scheduling/logistics, visitor processing, key custodian, webpage maintenance, facility service request management, and time keeping. Experience with solving problems, development and implementation of solutions to complex issues, and innovating business practices to ensure customer satisfaction at all levels.
Organization and Time Management:
Demonstrated ability to organize, prioritize and follow-through to completion on multiple tasks, often under strict deadlines, with frequent interruptions, and changing priorities in a dynamic and fluid working environment. Experience working with sensitive, protected personnel and health related information. Demonstrated record of dependability, availability, attendance, and punctuality.
Leadership:
Ability to work independently and to take initiative and ownership of multiple and conflicting complex issues in a manner that fosters institutional values and customer satisfaction. Utilization of tact, diplomacy, and discretion in dealing with sensitive and confidential information.
Teamwork:
Ability to work collaboratively in support of the team/mission. Willingness to provide support wherever needed in a fast-paced customer service-oriented environment.
Communication:
Proven written and oral communication skills and a record of dealing constructively with conflict. Demonstrated professionalism and ability to interact effectively with all levels of internal and external customers, including networking with senior personnel and stakeholders.
Business Systems:
Expert-level knowledge and experience with the Microsoft Office Suite and with Oracle business systems, Concur and Ariba. Experience serving as a designated procurement representative (DPR)
Organization and Scheduling:
Ability to organize, prioritize, and follow-through to completion on multiple tasks, under strict deadlines and changing priorities. Ability to provide administrative support and facilitation for multiple schedules, including maintaining calendars and organizing meetings.
Data Management and Reports:
Ability to collect, assemble, and prepare data for specialized reports and presentations. Skill and experience in the preparation of reports, including specialized.
Education: Position requires a Bachelor’s Degree and 5 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:
• Knowledge of LANL organizational structures, policies, practices, and procedures
• Experience serving as an Administrative Subcontract Technical Representative (AdSTR).
• Intermediate to advanced experience with Microsoft Suite including Teams, Excel, Word, PowerPoint
• Intermediate to advanced experience using Google Drive, and SharePoint
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.
*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.
No Clearance: This 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 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