Sr. Administrative Specialist - Deputy COO/PMO Director
Jefferson Lab, Newport News, VA, United States
Overview
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 mindstruly matter.
Salary Range: $52,300 - $76,200
What Your Job Will Be Like Perform a variety of activities with strong internal customer service in support of the Deputy Chief Operating Officer (DCOO) and Project Management Office Director, including gathering, collecting, recording, tracking and verifying data and information from multiple sources utilizing all Microsoft suite applications and AI tools. Routinely interface with various stakeholders across the lab community and provide data and information to other Jefferson Lab departments regarding Operations processes and procedures, and have familiarity with compiling and generating reports, statistics, timelines, tables, graphs, correspondence and presentations.
In This Role You Will
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
establishing and maintaining electronic databases and files
prioritizing conflicting needs, handling matters confidentially and in a timely manner, proactively following 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
Education
Associate’s Degree required
Experience
7 or more years relevant experience required
Experience And Education Exchange Education above the minimum may be substituted for experience.
Knowledge, Skills And Abilities
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
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 Benefits 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.
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Salary Range: $52,300 - $76,200
What Your Job Will Be Like Perform a variety of activities with strong internal customer service in support of the Deputy Chief Operating Officer (DCOO) and Project Management Office Director, including gathering, collecting, recording, tracking and verifying data and information from multiple sources utilizing all Microsoft suite applications and AI tools. Routinely interface with various stakeholders across the lab community and provide data and information to other Jefferson Lab departments regarding Operations processes and procedures, and have familiarity with compiling and generating reports, statistics, timelines, tables, graphs, correspondence and presentations.
In This Role You Will
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
establishing and maintaining electronic databases and files
prioritizing conflicting needs, handling matters confidentially and in a timely manner, proactively following 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
Education
Associate’s Degree required
Experience
7 or more years relevant experience required
Experience And Education Exchange Education above the minimum may be substituted for experience.
Knowledge, Skills And Abilities
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
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 Benefits 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.
#J-18808-Ljbffr