Professional Staff Assistant 1/2

LOWER LEVEL: PROFESSIONAL STAFF ASSISTANT 1 $$63,200- $$99,00

Some specific examples of the work you will do include:

• Execute complex administrative and office-related functions and activities requiring sound judgement.
• Interact professionally with a wide range of stakeholders at all levels, internal, external and cross-organizationally.
• Work in a team environment that requires close cooperation, adaptability, taking initiative in completing tasks, and willingness to provide support wherever needed.
• Support and/or coordinate complex logistics for high-level meetings/visits/events, including badging and clearance transfers as appropriate for internal and external participants.
• Coordinate extensive and complex domestic/foreign travel arrangements and reimbursements.
• Efficiently coordinate/manage Foreign Visit Tracking System (FVTS) requests.
• Coordinate complex incoming/outgoing classified visits.
• Generate internal and external correspondence.
• Assist with purchasing and purchase requests
• Serve as a resource regarding established institutional administrative policies and procedures.
• Facilitate signature, correspondence, and action items requiring approval and see it through completion.

CUSTOMER SERVICE

Our office prides itself on providing professional, courteous, and competent customer service to all internal and external customers. We are seeking someone with superior customer service skills - someone who can build rapport with all levels of internal and external customers and someone who has and uses their established network to exceed customer demands.

WHAT YOU WILL DO

The Deputy Director of Science, Technology and Engineering (DDSTE) is seeking an experienced, enthusiastic, motivated, results-oriented Professional Staff Assistant (PSA) to provide professional business, operational, and programmatic support. The PSA will provide guidance for a wide variety of generalized office-related activities. The Professional Staff Assistant should have well-rounded experience, exceptional administrative skills, a broad and established network to draw on to complete assignments, and a willingness to work on a professional team to provide effective and efficient support at the executive level.
You will provide support to the Deputy Lab Director, Executive Officer and staff of the office. You will partner with existing office staff in areas of internal/external customer interface, communications, purchasing, event planning, calendar management project planning and execution, to ensure business, operational, and or programmatic consistency, efficiency, and compliance.

Some specific examples of the work you will do include:

• Execute complex administrative and office-related functions and activities requiring sound judgement.
• Interact professionally with a wide range of stakeholders at all levels, internal, external and cross-organizationally.
• Work in a team environment that requires close cooperation, adaptability, taking initiative in completing tasks, and willingness to provide support wherever needed.
• Support and/or coordinate complex logistics for high-level meetings/visits/events, including badging and clearance transfers as appropriate for internal and external participants.
• Coordinate extensive and complex domestic/foreign travel arrangements and reimbursements.
• Efficiently coordinate/manage Foreign Visit Tracking System (FVTS) requests.
• Coordinate complex incoming/outgoing classified visits.
• Generate internal and external correspondence.
• Assist with purchasing and purchase requests
• Serve as a resource regarding established institutional administrative policies and procedures.
• Facilitate signature, correspondence, and action items requiring approval and see it through completion

Work is conducted in an environment that requires close cooperation, adaptability, taking initiative in completing tasks, and a willingness to provide support where needed. Some example job duties include:

• In a team environment, serve as a point of contact for the DDSTE office and communicate professionally with internal and external managers, administrators, and staff at all levels, to include the Director’s Office.
• Ensure consistency and standardization of administrative activities and support effort across the Division and group offices.
• Coordination of facility utilization, space planning, housekeeping, maintenance, and related tasks.
• Compose, prepare, and proofread non-routine correspondence, reports, presentations, and other documents as required.
• Provide comprehensive organizational and logistical support including organizing activities and preparing materials for many special, high-level visits, and tours.
• Serve as an expert-level resource to DDSTE office staff on administrative policies and systems.
• Manage the DDSTE office Guest Scientist Agreements and Lab Associate Agreements.
• Oversight of some of the administrative processes for Capability Reviews across LANL