Administrative Assistant 3

Responsibilities

• Prioritize safety and security by maintaining required training, complying with Laboratory policies, and stopping work when conditions are unsafe or insecure.
• Perform a wide range of administrative and office support functions using sound judgment to resolve routine to moderately complex issues.
• Prepare, review, track, and distribute correspondence, reports, forms, and other documentation.
• Maintain organized electronic and physical filing systems.
• Cook up calendars, meetings, travel, and travel reimbursements.
• Serve in assigned administrative roles, including timekeeper, procurement representative, key/core custodian, visitor escort, and organizational point of contact.
• Enter employee time and effort reporting, as applicable.
• Handle sensitive and authorized classified information in accordance with Laboratory requirements.
• Provide guidance on administrative processes, maintain required records, and ensure compliance with Laboratory and regulatory requirements.
• Promote a respectful, inclusive, and collaborative workplace free from discrimination and harassment.

  Requirements

  • Minimum Job Requirements: Administrative Support: Demonstrated proficiency providing administrative support in a complex and busy office environment with proven success of adaptability, flexibility, cooperation, and willingness to provide support wherever needed. Excellent oral, written, and verbal interpersonal skills. Proven experience organizing, prioritizing, and following through to completion on multiple tasks, under strict deadlines and changing priorities. Demonstrated experience managing electronic calendars and coordinating meetings.
  • Business Systems: Computer proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook), (Sharepoint, MS Teams, Adobe Acrobat etc.) and demonstrated ability to learn Lab business systems (Oracle, Ariba, Concur, etc.). Ability to independently interpret data and information to produce professional Word documents, Excel spreadsheets, and PowerPoint presentations as needed.
  • Organization and Time Management: Demonstrated ability to organize, prioritize, and follow-through to completion on multiple tasks, often under strict deadlines, with frequent interruptions, and changing priorities in a dynamic and fluid working environment. An excellent record of integrity, dependability, availability, attendance, and punctuality is essential. Experience making decisions and resolving problems both independently and as a team member, using judgment, creativity, flexibility, and initiative to determine the approach or action to take in non-routine situations.
  • Communications: The ability to interface effectively with people throughout the organization hierarchy and partnership with internal support organizations. Demonstrated ability to generate a variety of internal and external correspondence, reports, and forms, with limited supervision and general instruction. Demonstrated ability to foster a cohesive team environment and share, teach, and learn from other team members is also required.