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Administrative Assistant
Job ID #: 12387 Location: Newport News, VA
Functional Area: Clerical/Admin. Division: Chief Planning Officer
Position Type: Regular Education Required: Associates Degree
Experience Required: None Relocation Provided: No

As a matter of corporate policy, all JSA employees are required to be vaccinated against COVID-19. All successful hires will be required to provide COVID-19 vaccination verification as a condition of employment, subject to limited legally recognized exemptions to the COVID-19 vaccination.

Reposting Date: 5/6/2022
Salary Range: $33,600 - $45,600
Work Location Type: Dedicated On-site (100% working on-site)

What Your Job Will Be Like:

We are seeking an experienced Administrative Assistant to support the Directorate Office at Jefferson Lab, a world-leading nuclear physics research center sponsored by the U.S. Department of Energy (DOE). As part of the Chief Planning Officer (CPO) organization, you will be responsible for performing front office reception and administrative duties for Directorate Offices. You will also be responsible for providing administrative support to other groups within the CPO organization. Must have excellent communication skills, provide the best possible customer service, and work to respond to all questions/problems in an expedient and professional manner.

In your role, you will…

  • Establish a professional and well-managed front office for incoming and outgoing functions in support of the Lab Directorate offices:
  • Be responsible for front office reception area, including greeting guests, answering phones, handling company inquiries, and managing meeting calendars, to include virtual meeting platforms.
  • Provide administrative office support as part of the team supporting the Lab Directorate.  Assist with facilitation of meetings and reviews to include logistics, briefing materials, meeting room set-up, and other associated administrative duties.  Perform travel coordination and processing functions.
  • Provide administrative support to the CPO Project Controls and Budget groups: Serve as primary administrative support to group leads, supporting calendar and meeting management, reviews, and other associated administrative duties.  Perform travel coordination and processing functions. 
  • Assist with the preparation of general correspondence, reports, presentations, and documents utilizing excellent writing and computer skills. Use in-depth knowledge of relevant administrative practices and procedures to resolve problems and answer questions of moderate scope and complexity.

Qualifications We Require:

Education & Experience:

  • Associate's Degree, or
  • High School Diploma and 2 year's relevant experience, or
  • Equivalent combination of education and experience

Knowledge, Skills & Abilities:

  • Proficiency using Microsoft Office 365 applications including, but not limited to, Word/Excel/Power Point to generate and maintain document correspondence, presentations, spreadsheets, and databases. Adept at document handling/editing using Adobe Acrobat.
  • Must be able to work with the highest degree of integrity and professionalism when dealing with clients and confidential/business sensitive information.
  • Demonstrable experience with front office reception responsibilities.
  • Excellent written and oral communication skills and attention to detail. Must be able to produce quality, easily understood documents for a variety of audiences, including some of a sensitive nature. Exceptional interpersonal skills. Must be able to work with others in a team atmosphere in order to contribute to the goals and objectives of Jefferson Lab.
  • Highly organized and the ability to represent administrative functions appropriately in an executive environment. Excellent analytical, problem-solving, conflict resolution and negotiation skills.

Qualifications We Desire:

Knowledge, Skills & Abilities:

  • Demonstrable experience with group calendars and room scheduling is desirable, as well as conference room set-up and meeting support.
  • Demonstrable experience with Microsoft SharePoint is preferred.

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

• Ability to comprehend and follow instructions
• Ability to compose letters, outlines, memoranda, reports and other documents
• Ability to understand, remember, and communicate information and make decisions
• Ability to concentrate on details and detect errors
• Ability to prioritize and complete multiple tasks

• Ability to traverse across various locations on the laboratory site and access work areas
• Ability to work at a computer workstation for extended periods
• Ability to lift up to 10 pounds frequently and 25 pounds occasionally
• Ability to open files and cabinet drawers, stoop and bend
• Visual capabilities sufficient to use computer workstations, read documents and see safety alarms
• Auditory capabilities to hear safety alarms

Jefferson Science Associates, LLC (JSA) manages and operates the Thomas Jefferson National Accelerator Facility (Jefferson Lab). JSA is an Equal Opportunity Employer and does not discriminate in hiring or employment on the basis of race, color, religion, ethnicity, sex, sexual orientation, gender identity, national origin, ancestry, age, disability, or veteran status or on any other basis prohibited by federal, state, or local law. As part of the JSA’s equal employment opportunity policy, we also take affirmative action as called for by applicable laws and Executive Orders to ensure that minority group individuals, females, disabled veterans, recently separated veterans, other protected veterans, Armed Forces, and qualified disabled persons are introduced into our workforce and considered for promotional opportunities.

JSA is committed to providing reasonable accommodations for persons 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 or call (757) 269-7598 to provide the nature of your request. Reasonable accommodations are considered on a case-by-case basis.

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.

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