Physics Division Administrative Support Physics Division Administrative Support

JLABHCM20 • Newport News, VA

11d • Hybrid

About The Position

A proactive and adaptable administrative professional with experience supporting teams in roles requiring extensive travel (approximately 75%), strong cross functional coordination, and clear, effective communication. Skilled at representing departmental objectives across multiple locations, fostering productive relationships with internal and external partners, and delivering consistent, accurate information in fast paced environments. Demonstrates strength in organizing on site activities, coordinating meetings, and maintaining smooth information flow between stakeholders. Recognized for professionalism, reliability, and the ability to navigate varied schedules, cultural settings, and operational demands with ease.

Requirements

• High School Diploma
• 2 or more years of experience
• In-depth understanding of entire MS Office suite.
• Self-motivated and able to work independently.
• Ability to organize a daily workload by priorities.
• Able to meet deadlines in a fast-paced quickly changing environment.
• A proactive approach to problem-solving with strong decision-making skills.

Nice To Haves

• Experience supporting teams in roles requiring extensive travel (approximately 75%)
• Strong cross functional coordination
• Clear, effective communication
• Representing departmental objectives across multiple locations
• Fostering productive relationships with internal and external partners
• Delivering consistent, accurate information in fast paced environments
• Organizing on site activities
• Coordinating meetings
• Maintaining smooth information flow between stakeholders
• Professionalism, reliability
• Ability to navigate varied schedules, cultural settings, and operational demands with ease.

Responsibilities

• Provide primary administrative support for the Hall D Group Leader, scientific and technical staff and related user community.
• Provide primary administrative support for multiple scientific support groups.
• Coordinate and process foreign and domestic travel for assigned groups:
• Estimate and report in expenses.
• Provide necessary documentation.
• Coordinate as needed with Travel Department.
• Procure items utilizing internal purchase requisition system.
• Prepare presentations and draft letters and documents.
• 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.
• Coordinate with other division and lab management administration with availability and scheduling of conference spaces and meeting rooms.
• Coordinate and implement conferences, collaboration meetings, seminars and workshops for staff and user community.
• Plan and coordinate with Event Services for specific group and project events, workshops, collaborations, and onsite and external reviews.
• Coordinate confidential information to assist with onboarding, user visits, and international visitors.

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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED