Jefferson Lab

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.

Posting Date: 11/17/2022
Salary Range: $53,300 - $79,900 (SA I)
Work Location Type: Hybrid (combination of on-site and remote work based on business needs)

What your job will be like:

Are you looking for an opportunity to join a dedicated, forward-thinking and progressive organization? Consider Jefferson Lab, where great minds matter.

Staff Administrators plays a key role in supporting the senior leadership team of Jefferson Laboratory with efficient and error-free front office operations. Reporting to the Executive Office Administrator, Staff Administrators work as a team to maintain senior leader schedules, integrate and deconflict calendars, coordinate the production, review, approval, distribution, and retention of correspondence, reports, plans, and presentations, make travel arrangements, and coordinate with other Jefferson Laboratory divisions and offices. Staff Administrators will assist in the development and maintenance of streamlined reporting and tracking systems for senior leadership deliverables.

In this role you will:

  • Provide administrative support to senior leaders in the Director’s Office
  • Maintain senior leader calendars. Integrate and deconflict schedules as required for meetings and events.
  • Coordinate the production, review, approval, distribution, and retention of correspondence, reports, plans, and presentations. Use laboratory information systems to manage and track all Director’s Office correspondence, contract deliverables, action items, and review recommendations
  • Plan and coordinate Director’s Office meetings and reviews. Schedule conference or meeting rooms, plan and schedule meeting logistics and audiovisual resources, arrange catering in accordance with lab policies and procedures
  • Make travel arrangements and prepare expense reports for senior leaders, and for guests and visitors as needed
  • Coordinate site access registration for guests and visitors, receive and direct guests and visitors
  • Maintain clear and complete records, notes, work papers, and work instructions. Understand and apply all required business and financial controls per Jefferson Lab policy
  • Will make decisions on execution of assigned projects based on analysis of the subject and deliverables.
  • May direct non-exempt staff in areas of specialty


Jefferson Science Associates is seeking to fill up to 2 Staff Administrator positions

Qualification we require:

Education:

  • Bachelor's degree business administration or related field and,

Experience:

  • 2 years of directly related experience

Knowledge, Skills, and Abilities:

  • Ability to plan and manage meetings, reviews, and events including internal and external participants
  • Ability to plan and manage travel and schedules for senior leaders
  • Ability to use email, messaging, calendars, word processing, presentation, database, and information storage and retrieval applications to minimize paperwork, provide immediate access to documents for authorized users, maintain reliable copies and backups, enforce revision control, and failsafe security of senior leadership communication, correspondence, documents, and briefings
  • Ability to draft and edit business documents and presentations in English and enforce corporate style and grammar standards. Collaborate with graphic artists to create, adapt, or edit graphics and photographs for senior leadership documents and presentations
  • Ability to plan, schedule, initiate, and troubleshoot video conferences
  • Ability to understand site access policies and procedures involving both US and foreign national visitors, guests, and dignitaries
  • Ability to perform all duties with absolute protection of confidential, proprietary, and sensitive information


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 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 employment @ jlab.org 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.