Administrative Assistant S/T (NWS 00620)

THIS POSITION IS SHORT TERM, MAX 1000 HOURS IN A CALENDAR YEAR

North Wind Services 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. NWS 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.

Qualified applicants must be a US citizen, at least 18 years of age, and able to meet pre-employment requirements including any required physicals, drug screen, and/or background investigation to satisfy clearance requirements from the Department of Energy.

Successful candidates will be employees of NWS, a premier government contractor charged with employing highly motivated and well-qualified personnel who can advance the missions of the Lawrence Livermore National Laboratory in Livermore, CA. Though employed by NWS, the employee will take day-to-day direction from technical personnel employed directly by the research laboratories. Pay, benefits, Human Resource, and Employment Management functions are provided by NWS.

The Human Resources Directorate has an opening opening for an Administrative Assistant to support the Inclusion, Diversity, Equity and Accountability (IDEA) Program. Under minimal supervision, the successful candidate will perform a full range of complex and difficult administrative assignments in a dynamic and fast-paced environment with frequent interruptions and conflicting priorities which require independent judgment and follow through.

The successful candidate will be required to pass various on-site training modules to pursue work assignments.

Essential Duties

- Represent and serve as a resource in IDEA matters and interpret organizational policies and procedures; frequently interact with all levels of management internal and external to the Laboratory to gather, clarify and disseminate information and coordinate activities.

- Partner with Blue Ocean Brain to deliver engaging learning activities to enhance the Lab’s diversity, equity, and inclusion (DEI) education. Analyze data to assess effectiveness, impact of program, and provide recommendations as needed.

- Partner with internal Lab stakeholders to engage, educate and increase visibility of the IDEA program and employee resource groups (ERGs) to all new hires.

- Under workforce manager direction, provide employee resource group project support including data collection, compiling of administrative reports, spreadsheets, documents, and correspondence for supervisor’s approval.

- Generate correspondence on own initiative and compose correspondence for management signature. Prepare, edit, and finalize letters, memorandums, reports, presentation materials, and documents. Coordinate, select, compile data from multiple sources for complex reports and presentations.

- Plan, organize, and coordinate complex meetings, visits, and training sessions with multiple components involving internal and external participants. Prepare meeting agendas, notes, document action items, and independently follow up.

- Screen telephone calls, respond on own initiative and make appropriate referrals.

- Participate in identifying and resolving administrative and procedural issues to improve workflow systems and ensure product quality.

- Perform all other duties as assigned.

Essential Skills, Knowledge, and Abilities

- Advanced secretarial and administrative knowledge and experience including accurate keyboarding, editing, grammar, and proofreading skills; advanced knowledge of office procedures, techniques, and methods.

- Advanced organizational skills, attention to detail, accuracy and follow through.

- Experience working under minimal supervision, in a multitask environment of rapidly changing priorities, deadlines, and frequent interruptions.

- Demonstrated advanced communication and interpersonal skills necessary to interact effectively with a diverse workforce and represent the organization with all levels of management, internal and external to the Laboratory, using tact, diplomacy, and discretion.

- Demonstrated problem-solving and decision-making skills to anticipate, identify, and independently recommend appropriate actions and solutions to complex administrative problems.

- Demonstrated ability to be self-motivated and flexible, exercising a high degree of discretion and mature judgment in handling business sensitive and/or classified information, as well as personnel interactions.

- Advanced computer skills and experience with the Microsoft Office Suite and database and calend