OPS Administrative Assistant - DC Field Facility (NHMFL)
About The Position
Project management support: Maintains project timelines based on project manager's input. Generates accurate budget reports for projects. Ensures consultant contracts/visiting scientist contracts are current, compliant, takes care of renewal and billing. Supports Shutdown and Maintenance Monday planning. Budget/Finance/procurement: For each budget/project: Maintains an overview of all DCFF purchases and according to budget balances and works with the budget & finance groups to reconcile as needed. Works with procurement office to ensure order confirmations are received from vendors for long lead time and emergency purchases. Works with procurement office to research delayed orders. Obtains quotations from venders as needed and instructed by technical personnel. Places orders as requested by facility personnel. Leads the administrative processes related to ITBs and ITNs. Supports the budget request process. Supports budget transfers. Supports and organizes end-of-year/-grant spenddown. Work order management: Enters facility related work orders and follows up on execution & schedule. Event/visitor support: Collaborate with MagLab event planning personnel for events larger than interviews or tours. Ensure all personnel involved have received and understood communication regarding events. Personnel management: Administratively supports hiring process: Communication with HR office throughout hiring process. Collects and distributes applicant materials to hiring committees. Facilitates interview scheduling with candidates, committee, zoom links, meeting rooms. Facilitates onboarding. Facilitates welcome to facility & administrative functions of the first week(s). Ensures workspace, tools and PPE are ready for new employee. Prompts welcome email from Facility Directors. Process Optimization: Develops, documents and continually improves administrative processes in the DCFF (i.e., DCFF internal onboarding workflow etc). Data presentation: Generates tables and graphs of facility statistics based on facility data sets (uptime reports etc).
Requirements
- High School Diploma or Equivalent
Responsibilities
- Maintains project timelines based on project manager's input.
- Generates accurate budget reports for projects.
- Ensures consultant contracts/visiting scientist contracts are current, compliant, takes care of renewal and billing.
- Supports Shutdown and Maintenance Monday planning.
- For each budget/project: Maintains an overview of all DCFF purchases and according to budget balances and works with the budget & finance groups to reconcile as needed.
- Works with procurement office to ensure order confirmations are received from vendors for long lead time and emergency purchases.
- Works with procurement office to research delayed orders.
- Obtains quotations from venders as needed and instructed by technical personnel.
- Places orders as requested by facility personnel.
- Leads the administrative processes related to ITBs and ITNs.
- Supports the budget request process.
- Supports budget transfers.
- Supports and organizes end-of-year/-grant spenddown.
- Enters facility related work orders and follows up on execution & schedule.
- Collaborate with MagLab event planning personnel for events larger than interviews or tours.
- Ensure all personnel involved have received and understood communication regarding events.
- Administratively supports hiring process:
- Communication with HR office throughout hiring process.
- Collects and distributes applicant materials to hiring committees.
- Facilitates interview scheduling with candidates, committee, zoom links, meeting rooms.
- Facilitates onboarding.
- Facilitates welcome to facility & administrative functions of the first week(s).
- Ensures workspace, tools and PPE are ready for new employee.
- Prompts welcome email from Facility Directors.
- Develops, documents and continually improves administrative processes in the DCFF (i.e., DCFF internal onboarding workflow etc).
- Generates tables and graphs of facility statistics based on facility data sets (uptime reports etc).
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What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Industry
Educational Services
Education Level
High school or GED
Number of Employees
5,001-10,000 employees
