Title:  Physics Division Administrative Support III

• 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.

• Required: 5 or more years Experience in Administrative Capacity.
• Required: Experience planning and implementing conferences, meetings and workshops. and tracking/managing budgets.
• Required: Experience coordinating foreign and domestic travel.

• Required: 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.

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 SURATech, 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 

SURATech, LLC manages and operates the Thomas Jefferson National Accelerator Facility (Jefferson Lab). SURATech is an Equal Opportunity Employer.   
 
SURATech is committed to providing reasonable accommodation for people with disabilities (unless doing so will result in an undue hardship). 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 am – 5 pm EST to provide the nature of your request. 

Employment with SURATech 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.