Senior Administrative Specialist

Position Description

Come join our team at Jefferson Lab, where great minds matter

Posting Date: 06/25/2024

Salary Range: $50,000 - $72,900 (AS IV)

Work Type: 100% dedicated on-site

What your job will look like:

If you're interested in making an impact at the forefront of scientific discovery and technology, we have an amazing career opportunity for you! Jefferson Lab is seeking a team member with excellent interpersonal and communication skills who can successfully prioritize multiple tasks to support the Deputy Chief Operating Officer (DCOO) in the mission critical area of laboratory operations.

Under limited supervision, the Senior Administrative Specialist will perform a variety of activities with strong internal customer service in support of the DCOO, including gathering, collecting, recording, tracking and verifying data and information from multiple sources utilizing all Microsoft suite applications. The Senior Administrative Specialist will routinely interface with various stakeholders across the lab community and provide data and information to other Jefferson Lab departments regarding Operations processes and procedures.

The ideal candidate is a problem solver, has experience working as a team and is comfortable using software for project management functions, and is familiar with compiling and generating reports, statistics, timelines, tables, graphs, correspondence and presentations. You are highly professional, reliable and consistently demonstrate excellent time management acumen.

In this role, you will:

• Provide a broad range of administrative support to the DCOO and on occasion, other departments. Areas of support include but are not limited to scheduling meetings and interviews, managing incoming and outgoing inquiries, department reports and submittals, drafting and proofing correspondence, interacting with senior executive international, state and local officials/visitors, establishing and maintaining electronic databases and files.

• Prioritize conflicting needs, handle matters confidentially and in a timely manner, proactively follows-through on assignments to successful completion.

• Assist with coordinating domestic and international travel arrangements, trip accounting and reconciliation for the DCOO.

• Schedule meetings and deconflict schedules for the DCOO.

• Schedule conference or meeting rooms as well as plan and schedule meeting logistics and audiovisual resources.

• Assist with preparing and editing Word Documents, PowerPoint presentations, and other materials.

• Capture minutes during meetings and discussions and file them accordingly.

• Assist with administrative functions for lab visitors and events, including travel.

• Provide administrative support to the Chief Operating Officer when the Executive Administrative Assistant is unavailable.

Qualifications We Require:

Education:

• Associate degree in a related field

Experience:

• 7 years progressively responsible experience in an

administrative capacity, particularly in an executive

environment and/or a supervisory role, or an equivalent

combination of education and experience

Knowledge, Skills and Abilities:

• Demonstrate strong interpersonal skills and teamwork while providing courteous and efficient customer service both internally and externally, maintaining confidentiality of sensitive information

• Strong communication skills in person, virtual and via telephone

• Must be able to work independently as well as with a team in a fast-paced office demonstrating a level of strong organizational and analytical skills

• Extensive technical desktop office application as well as Adobe Acrobat Professional and Microsoft Office expertise.

• Experience planning and implementing conferences, meetings and workshops. and tracking/managing budgets.

• Experience coordinating foreign and domestic travel.

• Excellent customer service skills as well as advanced written and oral communication, interface and conflict resolution skills required

About Jefferson Lab

Join a community with a common purpose of solving the most challenging scientific and engineering problems of our time. The Jefferson Lab campus is located in southeastern Virginia amidst a vibrant and growing technology community.

A career at Jefferson Lab is more than a job. You will be part of "big science" and work alongside top scientists and engineers from around the world unlocking the secrets of our visible universe. Managed by Jefferson Science Associates, LLC; Thomas Jefferson National Accelerator Facility is entering an exciting period of mission growth and is seeking new team members ready to apply their skills and passion to have an impact. You could call it work, or you could call it a mission. We call it a challenge. We do things that will change the world.

Total Rewards at Jefferson Lab

At Jefferson Lab, we believe that a comprehensive employee benefits program is an important and meaningful part of the compensation employees receive. Our benefits program includes but is not limited to:

• Medical, Dental, and Vision Care Plans

• Flexible Spending Accounts

• Paid Time-off and Leave Programs (vacation, holidays, sick leave)

• 401(k) Plan

• 9% Lab Contribution; 100% vested

• Flexible Work Arrangements (Hybrid & Alternate Work Schedules available)

• Tuition Assistance, Training, and Professional Development Programs

• Live near the waterways of the Chesapeake Bay region with access to nearby beaches, mountains, and all major metropolitan centers on the East Coast

Jefferson Science Associates, LLC (JSA) manages and operates the Thomas Jefferson National Accelerator Facility (Jefferson Lab). JSA is an Equal Opportunity Employer and does not discriminate in hiring or employment on the basis of race, color, religion, ethnicity, sex, sexual orientation, gender identity, national origin, ancestry, age, disability, or veteran status or on any other basis prohibited by federal, state, or local law. As part of the JSA's equal employment opportunity policy, we also take affirmative action as called for by applicable laws and Executive Orders to ensure that minority group individuals, females, disabled veterans, recently separated veterans, other protected veterans, Armed Forces, and qualified disabled persons are introduced into our workforce and considered for promotional opportunities.

JSA is committed to providing reasonable accommodations for persons with disabilities (unless doing so will result in an undue hardship). Ifyou need a reasonable accommodation for any part of the employment process, please send an e-mail to recruiting @jlab.org or contact Human Resources by calling (757) 269-7100 and selecting option 1 between 8 am

• 5 pm EST to provide the nature of your request.

Employment with JSA is conditional upon DOE approval if at any time during your employment, you are participating in a Foreign Government Talent Recruitment Program or Affiliated activity. Generally, such programs/activities include any foreign-state-sponsored attempt to acquire U.S.-funded scientific research through programs run or funded by the government that target scientists, engineers, students, academics, researchers, and entrepreneurs of all nationalities working or educated in the United States. This includes positions or appointments, both domestic and foreign, titled academic, professional, or institutional appointments whether or not remuneration is received and whether full-time, part-time or voluntary.