Physics Division Administrative Support

: Job ID: 13382 Location: Newport News, VA Category: Clerical/Admin Division: Physics Position Type: Regular Education: High School Diploma Experience Required: 5+ years Relocation Provided: No Position Description Come join our team at Jefferson Lab, where great minds matter. Posting Date: 04/19/2024 Salary Range: $42,700 - $62,300 (AS III) Work Location Type: Hybrid (4 days in the office, 1day remote) What your job will be like: Working under limited supervision, performs a variety of activities in support of functional areas such as finance, purchasing, or human resources or for a specific project, administrative, or technical group. Gathers, collects, records, tracks and verifies data and information from multiple sources. Compiles, reviews and analyzes data. Uses software for functional area, to compile and generate reports, statistics, timelines, tables, graphs, correspondence and presentations. May design processes to enhance the department's workflow. Provides data and information to others on functional unit processes and procedures. In this role you will: Work with staff from various lab organizations and visitors/correspondents throughout the Physics Division and scientific community. Coordinate and process foreign and domestic travel for assigned experimental halls and technical groups Complete estimate and report in expense, provide necessary documentation Serve as the point of contact with the Travel Department to ensure timely processing of travel and providing follow up documentation and answering questions as needed Update and maintain group web pages as requested. Prepare presentations, create and maintain spreadsheets and draft letters and documents as required utilizing Microsoft Word, PowerPoint and Excel Coordinate and implement conferences, collaboration meetings, interviews, seminars and workshops for staff and user community. Maintain calendars as required for Group Leader, scientific and technical staff Work closely with the Human Resources Division Partner to coordinate confidential information to assist with on-boarding, user visits, and international visitors as needed. Interact with laboratory staff in multiple departments as well as the external user community and related institutions and universities, vendors and other outside service providers when requested by supervisor. Coordinate with other division and lab management administration with availability and scheduling of conference spaces and meeting rooms. Assist User Liaison, Programmatic Support and Executive Division Administrator in collecting and organizing input for annual and other reports. JSA is seeking candidates to fill 3 positions Qualifications we require: Education High School Diploma required Experience 5 years' experience in Administrative Capacity Knowledge, Skills and Abilities Ability to perform complex tasks independently and as part of a team and to investigate and analyze unusual conditions, problems or issues and work through to resolution while adhering to laboratory policies and protocols 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. Extensively demonstrate ability to work independently and interact well with others 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 (Paid Parental, vacation, holidays, and sick leave) 401(k) Plan - 9% Lab Contribution; 100% vested Flexible Work Arrangements (Remote & 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. 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. If you 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 8:00 am -5:00 pm EST to provide the nature of your request. Reasonable accommodations are considered on a case-by-case basis. 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.