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Administrative Assistant

Position Description
The Laboratory Protection Division is looking for an Administrative Assistant to provide support to members of the Division. In this position, you will provide administrative support for meetings, training activities, reporting, presentations, purchasing supplies, and preparation of travel authorizations and expense reports. The position is for a highly skilled and motivated individual contributor to the Laboratory Protection Office Staff. 

Essential Duties and Responsibilities:
  • Provides office management and administrative support to the Laboratory Protection Division Manager and the Division Supervisors with correspondence, reporting, file management, mail, and ordering of all supplies.
  • Identifies and resolves complex problems within own work area or project. Probes beyond stated situation to identify underlying issues and evaluates and explains alternatives. Advises management on administrative processes.
  • Acts as liaison between the staff, Budget Office, Financial Services, Procurement & Property Management, Information Technology, Information Services, Human Resources, Facilities and Operations Directorate, and Vendors.
  • Manages and completes assigned projects to achieve established goals within time and resource restrictions, providing feedback in process.
  • Responds to internal and external requests for information and guidance.
  • Reviews documents, policies, standards, guidelines, procedures, and requirements for conformance with laboratory objectives, law, regulation, and good business practice.
  • Coordinates efforts with related functions and activities to avoid conflicting/duplicative guidance, efforts, and instructions.
  • Serves as records representative for the division.
  • Supports operation in the Emergency Operations Center. 
  • Identifies, reports, and protects intellectual property and other proprietary information.

Required Knowledge, Skills, and Abilities:
  • A bachelor’s degree with coursework, or training, specifically related to the position requirements may offset qualifying experience on a basis of 2:1 (experience: college) years. 
  • Experience editing and formatting documents to help ensure ideas are presented in a clear, concise, and quality manner.  
  • Experience in Customer Service.
  • Excellent communication (verbal, written and presentation) skills.
  • Proven ability to work in collaborative, team-oriented environment.
  • Ability to work effectively under pressure, meeting deadlines and balancing multiple priorities.
  • Advanced interpersonal skills with the ability to work effectively with a wide range of constituencies in a diverse and inclusive community.
  • Ability to exercise sound judgment with advanced problem-solving and decision-making skills.
  • Discretion in handling confidential and/or highly sensitive matters.
  • Must be highly proficient in Microsoft Office Suite.

Preferred Knowledge, Skills, and Abilities:
  • A Master’s degree in a related field is preferred
  • Experience in PeopleSoft HR and Financials
  • Experience processing travel arrangements