NANA Regional Corporation Administrative Assistant in Albuquerque, New Mexico
Title Administrative Assistant
Job Number 396BR
Location Albuquerque, NM
Employment Type Full-Time
Job Family General Business Management
Company Overview AIS is actively seeking individuals who can contribute to national security within the science, technology, and engineering fields as part of our supplemental labor team at vital federal research and development installations supporting the Department of Energy. AIS has an established history of contributing to the success of their customer’s mission. Available employment opportunities may range from administrative and logistical support to advanced technical positions.
Job Summary Provides administrative support, performing a wide range of projects and tasks and a variety of generalized business-related activities.
Performs administrative support tasks for a specific function, project, or organization_ Gathers, collects, records, tracks, and verifies data and information from multiple sources. Reviews and analyzes data and information and reconciles report discrepancies. Uses common office software and proprietary software to compile and generate reports, statistics, timellnes, tables,and graphs; to review status of projects and budgets; and to create presentations. May design processes to enhance workflow. Assists in Implementing and administering Sandia National Laboratories' policies and programs and provides guidance, interpretation, and administrative assistance on a wide variety of procedures.
Job Specifications 1. Set up consistent Newforma framework for planning studies similar to the Design/Construction Project Framework. Serve as Subject Matter Expert for Newforma to including setting up projects and granting read/write access privileges for Strategic Planners (SPs) and team members, assist with file transfers, keep database in proper working order through closeout/archiving of project, and coordinate with SPs to setup and establish study folders and project team access.
- Monitor, track and schedule multiple concurrent deliverables for multiple studies from initiation through completion
a. Establish, enter, and manage electronic project files per document management procedures and file structure and interface with document management coordinator, including archiving the study upon completion.
b. Lead the effort to establish a more robust document management system. Ensure all finalized studies are properly archived.
c. Schedule, attend, and participate in study development and review meetings including recording meeting minutes, distributing for clarification and final distribution, and tracking action items
d. Provide for distribution of Study documentation to assure that the correct personnel receive the proper documents for review.
e. Prepare monthly project status reports for SPs verification by utilizing the following programs: VPAT to monitor financial status of project, Maximo to track and schedule work orders, Newforma to track and monitor RFls and submittals, and the project lead monthly status report descriptions
f. Assist SPs in schedule validation, tracking, and updates.
Coordinate with SPs to make any updates and submit new project needs that need to be maintained and managed in the Department of Energy's G2 database. Perform Quality Control (QC) review of data in G2 to ensure accuracy on a monthly basis.
Update the SPs assignment database as needed.
s. Support the SPs in data gathering and development of the Strategic Facilities and Infrastructure plans.
Comply with established processes and provide feedback on process inefficiencies, barriers and improvement opportunities.
Setup and Maintain SharePoint sites as needed to allow teaming and coordination for document deliverables and assignments.
Knowledge, Skills, Ability Knowledge of and experience with general administrative services and activities. Knowledge of and experience with common office software. Knowledge of governmental regulations and potential environmental Impacts related to administrative practices and assigned business function. Excellent oral and written skills, Including proofreading, grammar, spelling, punctuation, accuracy, and attention to detail. Excellent customer service skills. Ability to effectively work In a team environment and interact with
all levels of internal and external personnel, including the ability to network with senior internal and external administrative personnel. Demonstrated ability to organize, prioritize, and follow through to completion on multiple tasks, often under strict deadlines, frequent interruptions, and competing priorities. Ability to work with sensitive Information and classified matter. Ability to model behaviors that reflect Sandia's core values, Demonstrated analytical skills.
Minimum Qualifications (Required) Ability to obtain an L Clearance
Experience with Microsoft Suite
Preferred Qualifications (Desired) 1. Skilled in teamwork and self-management
Realizes that the purpose of their work is to deliver extraordinary customer value
Strives to ensure that the process delivers the results needed to achieve the enterprises' goals
Follows the process design and can describe the overall flow
Can describe the processes required and target performance levels
Works in ways that enable others working in the process to do their work effectively
Frames improvement discussions in terms of the customer
AN EQUAL OPPORTUNITY EMPLOYER AIS is an Equal Opportunity Employer. Prospective employees will receive consideration without discrimination because of race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, or any other legally protected status. Those applicants requiring reasonable accommodation to the application and/or interview process should notify the Human Resources Department
Anticipated Contract Duration 2-3 years
Removal Date 10-Jul-2019