OAA-Office Administrative Assistant-Onsite

What Your Job Will Be Like

Sandia National Labs is seeking an Office Administrative Assistant (OAA) to support our mission by providing essential administrative assistance to management and their teams. As an OAA, 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 upon to:

• Manage calendars, emails, and meeting arrangements for managers using Outlook Calendar
• Arrange teleconferences and video conferences to enhance communication
• Organize celebrations, workshops, and team-building events
• Coordinating incoming and outgoing visitors, badge requests, DBIDS, and escort as needed
• Assist with hiring and onboarding processes
• Coordinate domestic and international travel logistics
• Procure office resources and supplies efficiently
• Maintain filing systems and databases
• Serve as the property and training coordinator for the organization
• Process facility and move requests
• Demonstrate knowledge of and adherence to organizational policies and procedures
• Provide training and support to other Administrative Professionals as needed
• Assist in hiring, onboarding, and training new Administrative Professionals
• Foster team collaboration across the Organization(s)
• Due to the nature of the work, the selected applicant must be able to work onsite fulltime.

# of Managers Supported: 1-5

# of Staff Supported: 0-150

Org. #(s) Supported: TBD

To be qualified, the applicant must have a high school diploma or equivalent, be proficient in Microsoft Office software, including Outlook (email and calendaring), Word, Excel, and PowerPoint, and have passed, based on Sandia specified grades, the Sandia Secretarial tests, and meet one of the following requirements:

• Four (4) years of recent secretarial experience, or
• An Associate's degree from an accredited college or university in Office Administration, Office Technology, Secretarial Sciences or related field and six (6) months secretarial-related experience.

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.

After the applicant submits their application and resume, they will undergo multiple levels of screening, as applicable: (1) a review of the resume to assess direct experience and relevant work history; (2) pre-employment skills assessments; (3) a phone screening interview; and (4) a formal interview with the hiring manager. To be considered for a formal interview by hiring managers, applicants must successfully complete each level of screening.

• Associate Degree in Office Administration or related secretarial degree
• Microsoft Office Certifications
• Professional Administrative Certifications Active Department of Energy (DOE) security clearance
• Active Department of Defense (DOD) security clearance
• Ability to exemplify Sandia's core values

• Administrative Professional Expertise: Ability to apply principles and practices of the administrative support profession to contribute to the success of the organization
• Business Acumen: Ability to understand and apply information to contribute to the organization's business issues, processes, and strategic initiatives
• Communication
  
  Skills:
  
  Developing and delivering 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 provide service and support the organization; relates to people in an open, engaging, and accepting manner; demonstrates curiosity and respect in differing views and…