Office Management Assistant Job at Sandia National Laboratories
Posting Duration
This posting will be open for application submissions for a minimum of seven (7) calendar days, including the ‘posting date’. Sandia reserves the right to extend the posting date at any time.
NNSA Requirements for MedPEDs
If you have a Medical Portable Electronic Device (MedPED), such as a pacemaker, defibrillator, drug-releasing pump, hearing aids, or diagnostic equipment and other equipment for measuring, monitoring, and recording body functions such as heartbeat and brain waves, if employed by Sandia National Laboratories you may be required to comply with NNSA security requirements for MedPEDs.
If you have a MedPED and you are selected for an on-site interview at Sandia National Laboratories, there may be additional steps necessary to ensure compliance with NNSA security requirements prior to the interview date.
What Your Job Will Be Like
We are seeking a highly motivated and professional Office Management Assistant to support our team. In this role you will have the opportunity to partner closely with the ND Executive Office EAs and SMA, as well as other OMAs within the Center, and the broader ND administrative team.
On any given day, you may be called on to:
- Provide professional administrative support for an excluded organization
- Provide backup coverage for the ND Executive Office SMA and Center 300 SMA as needed
- Email and calendar management for two Senior Managers (calendaring often requires coordination for multiple senior managers and directors and often requires coordination of conference rooms that are in high demand)
- Perform varied administrative duties with a relatively broad scope to support an organization’s programs, projects, and activities
- Apply knowledge of how activities within the organization integrate with each other and with activities performed outside the organization
- Collect and organize information required to perform assigned work
- Coordinate and support logistics for various meetings and workshops (e.g., internal, and external workshops, Tri-laboratory and HQ meetings and visits, and review panels)
- Coordinate incoming visits (including groups and external boards)
- Coordinate outgoing visits (including classified visits)
- Assemble, print, and bind materials as needed
- Follow all procedures for the filing and maintenance of classified or sensitive documents and records
- Review critical upcoming deliverables and events for Senior Managers and provide reminders
- Make domestic and foreign travel arrangements for team as needed
- Coordinate and make purchases for team as needed
- Serve as a Property Coordinator
- Serve as the TEDS training coordinator
- Collect and distribute the mail
Job Details
# of Mgrs: 2
# of Staff: 8
Org. #(s): 320, 10620
Primary or Alternate CAS: NA
CWS Size: NA
Type of Media Handled: NA
Activity Level of CWS (Low/High): NA
Bldg. Location(s): 802
Qualifications We Require
Requires high school diploma plus four or more years of directly related experience. To be qualified, the applicant must have passed, based on Sandia specified grades, the Sandia Secretarial tests.
- Due to the nature of the work, the selected applicant must be able to work onsite and be willing to work a flexible schedule when required.
- Experience with maintaining multiple managers’ calendars and arranging meetings
- Proficiency in Microsoft Office programs
- Demonstrated professional skills including autonomy, effective time management, tact, judgement, courtesy, and initiative.
- Strong written and verbal communication skills
- Ability to prioritize and coordinate multiple simultaneous requests and communicate status to stakeholders in a constantly changing, dynamic environment.
- A positive attitude and the demonstrated ability to adapt to changing priorities.
- Experience working independently and anticipating the needs of the organization needs
Required Testing:
Applicants must meet the minimum pre-requisites to be scheduled for testing. The applicant will be contacted and scheduled for the next available test date. All applicants must be prepared to test upon application submittal. Once successful testing has been completed, the hiring manager will be notified.
Full consideration will not be given to applicants that have not met all of the pre-requisites including testing. Interviews will not be scheduled until the applicant has successfully test-qualified and has been selected by the manager as a top applicant. Passing the test does not guarantee an interview or a selection.
If the applicant is not able to schedule testing within the time constraints of the position posting, selection timelines, and the available test dates, they will not be considered for the position. It is imperative that applicants are immediately available for testing in order to provide the best opportunities.
Applicants must be proficient in Microsoft Word, Excel, Outlook and PowerPoint. Outlook is used daily.
Qualifications We Desire
- Three years of experience as an OAA or OMA at Sandia
- Post-high school education and/or other administrative training
- Experience executing complex tasks
- Have established a strong working network within Sandia
- A self-starter, able to accomplish tasks with minimal supervision
- Ability to execute a wide variety of assignments and tasks
- Experience calendaring large (20+ attendees) meetings
- Basic property management experience (Oracle Property Management)
- Familiarity with Sandia policies and procedures and experience using Sandia's (FCM/Concur, Expense Report Plus, Timesheets, JIT, TEDs, and Confluence).
- Experience organizing different meeting types (virtual/MS Teams, on-site, classified, unclassified, CVTC)
- Demonstrated ability to interact with all levels of staff and management professionally and positively, both internal and external to Sandia, including other office management assistants, senior management assistants, and executive assistants.
About Our Team
ND Executive Office
About Sandia
Sandia National Laboratories is the nation’s premier science and engineering lab for national security and technology innovation, with teams of specialists focused on cutting-edge work in a broad array of areas. Some of the main reasons we love our jobs:
- Challenging work with amazing impact that contributes to security, peace, and freedom worldwide
- Extraordinary co-workers
- Some of the best tools, equipment, and research facilities in the world
- Career advancement and enrichment opportunities
- Flexible work arrangements for many positions include 9/80 (work 80 hours every two weeks, with every other Friday off) and 4/10 (work 4 ten-hour days each week) compressed workweeks, part-time work, and telecommuting (a mix of onsite work and working from home)
- Generous vacations, strong medical and other benefits, competitive 401k, learning opportunities, relocation assistance and amenities aimed at creating a solid work/life balance*
- These benefits vary by job classification.
Security Clearance
Position requires a Department of Energy (DOE) Q security clearance to start, or equivalent active security clearance with another U.S. government agency (e.g., DOD). Sandia is required by DOE directive to conduct a pre-employment drug test and background review that includes checks of personal references, credit, law enforcement records, and employment/education verifications. Applicants for employment need to be able to maintain a DOE Q-level security clearance, which requires U.S. citizenship. If you hold more than one citizenship (i.e., of the U.S. and another country), your ability to obtain a security clearance may be impacted.
Applicants offered employment with Sandia are subject to a federal background investigation to meet the requirements for access to classified information or matter if the duties of the position require a DOE security clearance. Substance abuse or illegal drug use, falsification of information, criminal activity, serious misconduct or other indicators of untrustworthiness can cause a clearance to be denied or terminated by DOE, resulting in the inability to perform the duties assigned and subsequent termination of employment.
EEO
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or veteran status and any other protected class under state or federal law.
Position Information
The selected OMA candidate will be part of a dynamic team working to assess and coordinate the primary mission of the lab. The team relies on a large network of internal and external coordination. The OMA can be a hub of that communication and will learn the large network of Sandia organizations and leaders supporting Nuclear Deterrence.
This part-time OMA position will work 36 hours a week.
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