Sr. Administrative Specialist - Deputy COO/PMO Director Sr. Administrative Specialist - Deputy COO/PMO Director

JLABHCM20 • Newport News, VA

11d • Hybrid

About The Position

At Jefferson Lab, you’ll champion cutting-edge science and operational excellence while shaping the future of discovery. Join us and make your mark – where excellence meets purpose, and great minds truly matter. This role involves performing a variety of activities with strong internal customer service in support of the Deputy Chief Operating Officer (DCOO) and Project Management Office Director. This includes gathering, collecting, recording, tracking, and verifying data and information from multiple sources utilizing all Microsoft suite applications and AI tools. The 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. Familiarity with compiling and generating reports, statistics, timelines, tables, graphs, correspondence, and presentations is expected.

Requirements

• Associate's Degree required
• 7 or more years relevant experience required
• Ability to work independently as well as with a team, depending on the situation.
• Thrive in working with a demanding, fast paced office environment.
• Ability to work on multiple priorities simultaneously.
• Strong interpersonal skills and teamwork while providing courteous and efficient customer service both internally and externally while maintaining confidentiality of sensitive information.
• Strong organizational and analytical skills.
• Strong communication skills in phone, virtual and in person environments.
• Ability to take detailed notes and minutes for meetings.
• Ability to adapt and perform under changing work requirements.
• Ability to maintain and promote a positive attitude.
• Good decision-making and negotiation skills.

Responsibilities

• Provide a broad range of administrative support to the DCOO and PMO Director 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, and establishing and maintaining electronic databases and files.
• Prioritize conflicting needs, handle matters confidentially and in a timely manner, proactively follow-through on assignments to successful completion.
• Assist with coordinating domestic and international travel arrangements, trip accounting and reconciliation.
• Schedule meetings and deconflict schedules.
• 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 diligent 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.

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: Associate degree