Physics Division Administrative Support III
About The Position
Provide primary administrative support for the Group Leader, scientific and technical staff and related user community. This role involves coordinating and processing foreign and domestic travel, estimating and reporting expenses, and preparing necessary documentation. The position also handles monetary payments for specific groups, updates group web pages, and prepares presentations, spreadsheets, letters, and documents using Microsoft Office Suite. Additionally, it coordinates conferences, collaboration meetings, seminars, and workshops, and schedules meetings and interviews while maintaining calendars for key personnel. Procurement of items through internal systems and credit cards, coordination of confidential information for onboarding and visitor arrangements, and interaction with various laboratory staff, external users, institutions, vendors, and service providers are also key responsibilities. The role involves coordinating with other administrative staff for space and room availability and ensuring the accuracy and completeness of assigned tasks. Assistance with annual report input collection and organization is also required. This position may involve supervising and training junior administrative support personnel and student interns, and providing lead coordination on a project basis.
Requirements
- 5 or more years Experience in Administrative Capacity.
- Experience planning and implementing conferences, meetings and workshops.
- Experience tracking/managing budgets.
- Experience coordinating foreign and domestic travel.
- High School Diploma
- 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.
- Excellent customer service skills as well as advanced written and oral communication, interface and conflict resolution skills.
Responsibilities
- Coordinate and process foreign and domestic travel for assigned groups.
- Estimate and report in expenses.
- Provide necessary documentation.
- Coordinate as needed with Travel Department.
- Coordinate and process monetary payments for Hall Bs Istituto Nazionale di Fisica Nucleare (INFN) groups.
- Update and maintain group web pages as requested.
- Prepare presentations, create and maintain spreadsheets and draft letters and documents utilizing Microsoft Word, PowerPoint and Excel.
- Coordinate and implement conferences, collaboration meetings, seminars and workshops for staff and user community.
- Coordinate and schedule meetings and interviews and maintain calendars for Group Leaders, scientific and technical staff.
- Procure items utilizing internal purchase requisition system and credit card.
- Coordinate confidential information to assist with onboarding, 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.
- Responsible for ensuring the reliability, completeness and accuracy of all assigned tasks.
- Assist User Liaison, Programmatic Support and Executive Division Administrator in collecting and organizing input for annual and other reports.
- May supervise and train junior admin support personnel as well as student intern staff.
- Provide lead coordination on a project basis.
Benefits
- 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
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
