What You Will Do

The MPA-MAGLAB group at Los Alamos National Laboratory is seeking an outstanding Professional Staff Assistant to help build the group administrative support team and administer key aspects of the National High Magnetic Field Laboratory-Pulsed Field Facility (NHMFL-PFF) User Program. MPA-MAGLAB is an experimental materials science group responsible for running the NHMFL-PFF. As such, we operate a National Science Foundation funded scientific user program that allows qualified researchers from around the world to experiments in high magnetic fields. The main purpose of this work is to understand how materials respond to extremely high magnetic fields and use that knowledge for fundamental research and in support of mission science. The scope of research activities that are 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

The successful candidate will be professional, efficient, and reliable, with a wide variety administrative experience that can be leveraged in support of the MPA-MAGLAB group leadership, staff, visiting scientists, and the NHMFL User Program. This position requires an individual with a genuine customer-service focus and excellent communication skills, who is comfortable with a broadly defined scope of work, can prioritize multiple simultaneous tasks, can act independently and is able to take initiative to create new and improve upon existing processes. This position requires an excellent problem-solver, who is able to anticipate challenges and obstacles and tactfully resolve them. Additionally, the successful candidate will work closely with MPA-MAGLAB's administrative assistants in creating and maintaining a team environment marked by close cooperation, adaptability, regular communication, and a willingness to provide support where needed while serving as a point of contact, and resource.

Professional Staff Assistant 2 ($69,500 - $110,300)

The selected candidate will have a variety of duties that include, although are not limited to the following:

• 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.

• Support the Director and User Program Director in the operation of the NHMFL-PFF user program by serving as the primary interface between the external users and the program via managing communications regarding scheduling, badging, training requirements, and the like.

• Serve as a principle point of contact with the administration teams at the NHMFL partner institutions, namely Florida State University and the University of Florida, with responsibility for coordinating the programmatic reporting requirements for the primary sponsor, the National Science Foundation.

• Coordinate activities including conferences and meetings, and collaborate with external stakeholder organizations (including the other branches of the MagLab external to LANL, universities, and industrial contractors)

• Serve as either primary, or as a back-up, for various administrative tasks such as: timekeeping, coordinating domestic and foreign visitors to LANL, procurement, arrange domestic and international travel and coordinate reimbursement for staff and postdocs, records management.

• Coordinate efforts and serve as an interface between group leadership and deployed resources/organizations such as finance, facilities, HR, radiological protection, etc.

• Manage calendars for the group leadership and conference rooms as needed.

• Manage incoming and outgoing correspondence, documents, and signature items for the group leadership.

What You Need

Minimum Job Requirements:

• Experience working with business and operations systems and standard software applications such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, MS Teams) and a demonstrated ability to learn bespoke business systems such as Oracle, Ariba, FVTS, Concur, etc.

• Experience with supporting and coordinating special events, projects, and meetings.

• A demonstrated ability to apply adaptive, creative, and collaborative approaches to solving problems, overcoming obstacles, and handling uncertainty.

• Demonstrated ability to work with business-sensitive information, exercising tact, discretion, and good judgement in dealing with confidential and sensitive matters.

• Demonstrated willingness to provide support in a busy, dynamic office environment and manage interruptions with frequently evolving priorities.

• Willingness to mentor others, share knowledge and ideas.

• Demonstrated experience with effective and professional written, oral, and presentation skills.

• Ability to effectively communicate project and task requirements across a multi-disciplinary team, multiple groups, and/or multiple institutions.

• Demonstrated experience in active listening skills and the application of soft skills.

• Persistence in navigating the institutional systems and processes to meet goals in a timely manner.

• Excellent record of professional behavior, dependability, availability, and punctuality, whilst maintaining attention to detail and accuracy.

• Willingness and curiosity to learn and expand existing skill sets is crucial for success.

Education/Experience: Position requires a bachelor's degree and a minimum of 5 years of related experience; or an equivalent combination of education and experience directly related to the occupation.

Desired Qualifications:

• Demonstrated experience with planning, organizing, and monitoring team and project-wide efforts.

• Demonstrated experience mentoring others, sharing knowledge and ideas, and directing effort.

• Demonstrated experience compiling information and producing reports for use in high level presentations, for example to program sponsors.

• Demonstrated experience in developing and nurturing effective mid-level internal/external customer relationships.

• Working knowledge of project management skills such defining work scope, schedules, budgets, and priorities.

• Experience in use of lab-wide systems including: Oracle, Time and Labor, Content Management Systems, Concur, and Ariba.

• Advance-level 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).

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 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.