Office Management Assistant-Onsite

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*

  World-changing technologies. Life-changing careers. Learn more about Sandia at: http://www.sandia.gov*These benefits vary by job classification.

What Your Job Will Be Like:

Sandia National Labs is seeking an Office Management Assistant (OMA) to support our mission by providing essential administrative assistance to management and their teams. This position will report to the Associate Labs Director of the division. The collaboration between the Executive Assistant and this role forms a cohesive unit that is poised to achieve remarkable outcomes and effectively overcome challenges. As an OMA, you will play a pivotal role in ensuring the smooth operation of our office, working independently while receiving guidance on more complex tasks. Your discretion and judgment will be crucial in coordinating various office management functions.

On any given day, you may be called on to:

• Provides backup cover for the Division Office as needed

• Provides backup calendaring coverage for the Executive Assistant as needed

• Foster team collaboration across the Organization(s)

• Perform varied administrative duties with a relatively broad scope to support an organization's programs, projects, and activities

• Follow all procedures for filing and retention of documents and records accordingly

• Demonstrate knowledge of and adherence to organizational policies and procedures

• Review critical upcoming deliverables and events for ALD/EA and provide reminders

• Procure office resources and supplies efficiently

• Coordinate facility and move requests

• Arrange teleconferences and videoconferences to enhance communication

• 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, and visits)

• Coordinate incoming visits

• Coordinate outgoing visits

• Assemble, print, and bind materials as needed

• Make domestic and foreign travel arrangements and prepare expense reports as needed

• Coordinate and make purchases for team as needed with a P-Card and corporate card

• Serve as the 4000 ERA Coordinator

• Serve as a Property Coordinator

• Serve as the TEDS training coordinator

• Collect and distribute the mail

• Due to the nature of the work, the selected applicant must be able to work onsite fulltime and willing to work a flexible schedule when required.

  Job Details

  of Mgrs Supported: 1 ALD# of Staff Supported: 1Division Supported: 4000Primary or Alternate CAS: NACWS Size: NAType of Media in CWS: NAActivity Level of CWS (Low/Medium/High): NABldg. Location(s): 802

Salary Range:

$54,400 - $87,200

*Salary range is estimated, and actual salary will be determined after consideration of the selected candidate's experience and qualifications, and application of any approved geographic salary differential.

Qualifications We Require:

• High school diploma or equivalent, plus four (4) or more years of directly related experience

• Successfully passed the required tests, based on Sandia specified Administrative Professional testing requirement

• Proficiency in Microsoft Office software to effectively perform your duties

  Applicants must meet the minimum prerequisites to be scheduled for testing. Applicants should be prepared to test immediately after completing the application process. Upon successful test completion, the manager will be notified. Interviews will be scheduled for applicants who have successfully passed the test and have been identified as top candidates by the manager. Passing the test does not guarantee an interview or selection.

Qualifications We Desire:

• Microsoft Office Certifications

• Professional Administrative Certifications

• Two years of experience as an OAA or OMA at Sandia

• Strong written and verbal communication skills

• Demonstrated professional skills including autonomy, effective time management, tact, judgment, courtesy, and initiative. Demonstrated ability to manage and prioritize multiple tasks

• 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

• 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, SharePoint, 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, executive assistants, and senior executive assistants

• Ability to model behaviors that reflect Sandia's core values.

  Core Competencies We are looking for candidates who can demonstrate the following competencies to excel in this role:

• Administrative Professional Expertise: Ability to apply principles and practices of the administrative support profession to help the business succeed

• Business Acumen: Ability to understand and apply information to contribute to business issues, processes, and strategic initiatives

• Communication Skills: Develop and deliver multi-mode communications that convey a clear understanding of the unique needs of different audiences

• Critical Evaluation: Ability to interpret information to make business decisions and recommendations

• Emotional Intelligence: Ability to manage interactions to serve and support the organization; relate to people in an open, friendly, and accepting manner; show sincere interest in others' perspectives valuing diversity of thought

• Leadership: Provide direction, motivation and set an example through open communication and modeling best practices

• Professional Development: Advance skills, traits, and competencies to enhance your success in the workplace; find the training needed to advance your skills, abilities, and career

• Teambuilding: Work collaboratively with a group of people to achieve a common goal; build strong identity teams that apply their diverse skills and perspectives to achieve a common goal

About Our Team:

Division 4000 is Sandia National Laboratories, Infrastructure and Security Operations organization. The group executes the laboratories objectives by providing clean, well maintained, and operable facilities, lifecycle capital asset management and comprehensive government safety program. The organization leads the facility and safety policy by partnering with DOE federal agency and other organizations within the laboratories to come alongside the missions and projects throughout the complex.

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.

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.

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.

Job ID: 694880

Job Family: BU

Regular/Temporary Position: R

Full/Part-Time Status: F