Staff assistant

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.

Further information on the NHMFL-PFF is available at the following websites : nationalmaglab.org, nationalmaglab.org / user-facilities / pulsed-field-facilityThe 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 NeedMinimum 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).

Last updated : 2024-09-05

Salary : $69,500 - $110,300