Office Management Assistant for Senior Manager and Manager (8620)

Sandia National Laboratories

Livermore, CA

ID: 7054573 (Ref.No. 664936)
Posted: November 30, 2018

Job Description

We are seeking an Office Management Assistant to provide secretarial and administrative support to a senior manager, and the manager and staff of the Exploratory Engineering Solutions Department (approximately 17 employees). You will be expected to project a positive, engaging, and professional image to visitors and callers. You will need to use some discretion and discernment when handling high-level contacts and when exposed to sensitive information. On any given day, you may be called on to do the following: + Answer phones, keep calendars, submit vouchers and prepare expense reports, monitor email, and coordinate signature items; + On and offsite meeting and event planning and execution along with videoconference coordination, including setting agendas, inviting attendees, coordinating schedules, reserving rooms, providing read-aheads, and taking minutes; + Perform filing, recordkeeping, weekly timecard management, department mail, preparing purchase requisitions (PRs) for lab equipment, procurement of office supplies and equipment; + Sr. Mgr procurement card purchases and statement reconciliation; + Prepare correspondence and materials such as presentations, posters, flyers, and reports as well as formatting and citation management for manuscripts and other documents; + Ensure department training requirements are met; + Work on travel coordination, clearance transfers for management and staff, as well as arranging and supporting visits by foreign national visitors and assignees; + Team closely with Center OMAs to assure Center success; + Work proficiently with common office software for word processing, spreadsheets, presentations, and collaboration; + Team effectively with managers, staff, other office management assistants, senior management assistants, and executive assistants.

Required:
+ Requires high school diploma plus three years of directly related experience; or equivalent combination of education and experience; + Thorough knowledge and advanced level of experience using Microsoft Word, PowerPoint, and Outlook; + Experience interacting with and making arrangements for both internal and external visitors; + Demonstrated experience managing calendars and coordinating meetings; + Ability to protect sensitive and confidential information appropriately; + Experience preparing expense reports, tracking action items, and maintaining files; + Experience in coordinating domestic travel; + Ability to handle day-to-day operation in a large department especially when manager is on travel; + Active DOE Q-level security clearance.

Desired:
+ Bachelors' degree from an accredited university; + Thorough knowledge and intermediate experience using Microsoft Excel and Internet Explorer for conducting business related research; + Demonstrated integrity in both written and verbal communication skills; + One or more years of experience working in a Sandia organization or at a DOE national laboratory; + Familiarity with the operations of the Sandia CA Site;Experience in coordinating foreign travel; + Working knowledge of Sandia’s administrative policies and procedures, and reporting systems; + Experience working with international scientists, both Sandia staff and visitors, including preparing Foreign National Request Security plans; + Experience holding responsibility for a Classified Work Station and handling classified documents; + Familiarity with Endnote or similar citation management software; + Ability to independently prioritize and complete multiple and competing assignments and willingness to take ownership of tasks and see them through to completion; + Experience working successfully as a team member and independently; + Willingness to take initiative in identifying and resolving problems as well as ability to be flexible and proactive in meeting changing priorities and business needs; + Demonstrated excellence in a customer service environment.

Department Description:

The Applied Biosciences and Engineering Group is made up of three departments with staff, technologists and postdocs working in the areas of biodefense and emerging infectious disease, and cellulosic and algal biofuels development. The three departments are geographically distributed, with staff based in Livermore, CA and Emeryville, CA. The basic and applied R&D activities in the group are multidisciplinary and include virology, microbiology, molecular biology, informatics and computational biology, synthetic biology, microsystems and microfluidics, clinical diagnostics, algal biomass yield optimization, lignocellulosic biomass deconstruction, and fuel-to-engine optimization. Key sponsors include the Department of Energy (DOE) Office of Science, DOE Office of Energy Efficiency and Renewable Energy, DOE-National Nuclear Security Administration, the Department of Defense, Defense Threat Reduction Agency, Department of Homeland Security, the National Institutes of Health, and the Sandia Laboratory Directed Research and Development (LDRD) Program.

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 withamazingimpact 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 schedules, generous vacations,strongmedical 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.

Security Clearance:

Position requires a Department of Energy (DOE) L-level security clearance to start. Position requires an active Department of Energy (DOE) L-level security clearance or active security clearance with another U.S. government agency (e.g., DOD) to be considered for this position. Sandia is required by DOE 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 must be able to maintain a DOE L-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 Statement:

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.



 

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