Title: Physics Division Administrative Support

Physics Division Administrative Support

Category: Business Administration

Work Arrangement Type: Hybrid - About 60% on-site

Classification: Admin. Support / Sec. II

Description:

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.

Salary Range: $37,800 - $53,900

What your job will be like:

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.

In this role you will:

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.

Education

Required: High School Diploma

Experience

Required: 2 or more years

Experience and Education Exchange

Education above the minimum may be substituted for experience.

Knowledge, Skills and Abilities

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.

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 Jefferson Science Associates, 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

Jefferson Science Associates, LLC (JSA) manages and operates the Thomas Jefferson National Accelerator Facility (Jefferson Lab). JSA is an Equal Opportunity Employer.  

JSA 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 JSA 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.