Senior Administrative Specialist

Job Description

Mission Support and Test Services, LLC (MSTS) manages and operates the Nevada National Security Site (NNSS) for the U.S. National Nuclear Security Administration (NNSA). Our MISSION is to help ensure the security of the United States and its allies by providing high-hazard experimentation and incident response capabilities through operations, engineering, education, field, and integration services and by acting as environmental stewards to the Site's Cold War legacy. Our VISION is to be the user site of choice for large-scale, high-hazard, national security experimentation, with premier facilities and capabilities below ground, on the ground, and in the air. (See NNSS.gov for our unique capabilities.) Our 2,750+ professional, craft, and support employees are called upon to innovate, collaborate, and deliver on some of the more difficult nuclear security challenges facing the world today.

• MSTS offers our full-time employees highly competitive salaries and benefits packages including medical, dental, and vision; both a pension and a 401k; paid time off and 96 hours of paid holidays; relocation (if located more than 75 miles from work location); tuition assistance and reimbursement; and more.
• MSTS is a limited liability company consisting of Honeywell International Inc. (Honeywell), Jacobs Engineering Group Inc. (Jacobs), and HII Nuclear Inc.

Responsibilities

UCEP has an opportunity for a dynamic Senior Adminstrative Specialist to join its team.

Key Responsibilities

• Serve as the primary administrative point of contact for the U1a Complex Enhancements Project (UCEP); responsible for assisting the Enhanced Capabilities for Subcritical Experiments (ECSE) Infrastructure Director, UCEP Project Manager and UCEP staff.
• Develop two large monthly Project Performance Review slide presentations to Senior Management and Federal Project Director.
• Thoroughly capture meeting minutes and store in company records for several ongoing weekly and monthly project, team, and risk management meetings.
• Record, track and update actions in separate action item lists for several ongoing meetings and update weekly in network drive.
• Compile agenda items from multiple sources for weekly project meeting and distribute, along with updated action item list, safety presentation, Lessons Learned and past meeting minutes.
• Prepare, edit and format correspondence; assign document numbers; maintain correspondence logs on network drives.
• Publish final project documents and records in company directory (iCon) through the iDAR system.
• Serve as Records Coordinator for UCEP Project.
• Submit Outside Event Requests, coordinate travel arrangements, process travel authorization forms, and prepare expense reports.
• Requester Preparer in Oracle Fusion for task orders, Inter-Entity Work Orders, subcontracts, office supplies, and ergonomic equipment.
• Assist with cubicle and office assignments, employee moves, telephone installation and changes, and ordering computer equipment through ServiceNow and Automated Move Management system.
• Assist Director and other department administrative staff with coordination of periodic internal and external project reviews, workshops and conferences, to include assembly and proofing of final documents and briefings for the internal review teams.
• Assist Director, Manager and other department staff in various administrative tasks including managing calendars and scheduling WebEx and TEAMS meetings.
• Point of contact and primary scheduler for dedicated conference room.
• Coordinator for department vehicles to include tracking and reporting mileage monthly to Fleet and arranging regular maintenance and repairs.
• Act as a liaison with diverse personnel including DOE/NNSA, outside agencies, and other operating departments to provide assistance and coordinate office management activities or execute administrative procedures while maintaining Company confidentiality.
• Recommend effective control systems relative to implementing administrative policies and procedures. Initiate changes required to implement improvements.
• Provide guidance to peers and other support personnel, as a mentor or as a team/project leader.
• Serve as point of contact for visitors; coordinate visit requests and badging; secure meeting space and any additional logistics as needed.
• Submit personnel action notices for employees on behalf of the Director; maintain current organizational chart.
• Direct office operations, including mail distribution and reproduction services.
• Work independently on special nonrecurring and ongoing projects.

Qualifications

• Bachelor's degree in related field or equivalent training and experience and at least 5 years of professional level experience, which provided a thorough working knowledge of administrative policies and procedures.
• Must be highly organized and able to develop specific goals and plans to prioritize, organize, accomplish work, and meet required deadlines.
• Must be able to obtain a Q-level security clearance.
• Ability to apply knowledge of principles, concepts and theories related to professional business discipline/field applicable to the position and employ a systems approach to address issues and define and resolve problems.
• Ability to exercise considerable discretion and judgment in performing work and conducting evaluations of operation/process effectiveness.
• Ability to utilize initiative to apply knowledge and experience to resolve problems and compose technical correspondence and reports.
• Ability to prioritize and schedule multiple activities in the most efficient manner and meet required deadlines.
• Ability to communicate in a tactful, professional, and effective manner while screening and maintaining confidentiality.
• Ability to retain knowledge of extensive policies, procedures, terminology, schedules, personnel, and other details.
• Proficient in the use of Microsoft Suite to include Outlook, Word, Excel, and PowerPoint.
• Experience in the use of iCon and Oracle Fusion is preferred.
• Exceptional skills in creating, proofreading, editing and formatting correspondence, documents, reports and PowerPoint presentations.
• Proven ability to successfully plan and coordinate a wide variety of complex Company events.
• Ability to develop and maintain constructive and cooperative working relationships with others.
• Ability to work well under the pressure of handling multiple tasks, complaints, frequent interruptions, and time constraints.
• The primary work location will be at the North Las Vegas Facility.
  • Occasional travel to the NNSS, including forward areas, may be required.
• Work Schedule will be 4/10s Monday through Thursday (subject to change).
  • Must be able to work occasional overtime, after hours or on Fridays, as needed to support project deliverables.
• Pre-placement physical examination, which includes a drug screen, is required. MSTS maintains a substance abuse policy that includes random drug testing.
• Must possess a valid driver's license.

MSTS 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 offered employment with MSTS are also 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. In addition, Applicants for employment must be able to obtain and maintain a DOE Q-level security clearance, which requires U.S. citizenship, at least 18 years of age. Reference DOE Order 472.2, "Personnel Security". 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.

Department of Energy Q Clearance (position will be cleared to this level). Reviews and tests for the absence of any illegal drug as defined in 10 CFR Part 707.4, "Workplace Substance Abuse Programs at DOE Sites," will be conducted. Applicant selected will be subject to a Federal background investigation, required to participate in subsequent reinvestigations, and must meet the eligibility requirements for access to classified matter. Successful completion of a counterintelligence evaluation, which may include a counterintelligence-scope polygraph examination, may also be required. Reference 10 CFR Part 709, "Counterintelligence Evaluation Program."

MSTS is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, disability, veteran status or other characteristics protected by law. MSTS is a background screening, drug-free workplace.

Annual salary range for this position is: $78,832.00 - $118,248.00.

Starting salary is determined based on the position market value, the individual candidate education and experience and internal equity.