Group Administrative Assistant

Position Description

Group 109 is seeking a professional and experienced candidate for the Group Administrative Assistant position to be responsible for the daily operations of a busy group office.  A wide variety of administrative support tasks and responsibilities include:

• Answering phones, distributing mail, and maintaining office supplies
• Scheduling meetings and maintaining group and group leader calendars using Microsoft Outlook
• Entering shopping carts, timesheets, vacation time, work orders, ship orders, locksmith, and catering requests
• Creating and distributing group seminar schedules, updates, and event information and handling group email lists and communication
• Lead coordination and organizational efforts for workshops and conferences
• Arranging domestic and foreign travel and processing expense vouchers and sending security clearances related to travel
• Obtaining and using group Procurement Card (Pcard) for purchases and providing purchase verification documentation
• Coordinating group events
• Preparing and submitting release review requests
• Serving as Organization Training Representative (OTR) for group, overseeing training requirements for staff
• Coordinating interviews with Human Resources and entering hiring requisitions using SuccessFactors
• Provisioning office space for new staff and providing them with group information and resources
• Monitoring group SIPRnet email account to send and receive classified information
• Maintaining and updating Group 109 Community page on lab intranet, and group Welcome Packet for new staff
• Updating group Emergency Action Plan and serving as EHS representative for group
• Working with Security on annual reviews and classified material disposal, overseeing daily check of group security containers and rooms
• Help in coordinating meetings and providing temporary coverage in a secure facility (if there is candidate interest)

Requirements

• High School graduate, with at least 5 years of directly related administrative experience. Post high-school education will count toward experience
• Proficiency in Microsoft Word, Excel, PowerPoint and Outlook is required.  Familiarity with SAP, Concur, Zoom, and SIPRNet preferred
• Demonstrated strong written and oral communication skills, interpersonal skills, and organizational skills
• Ability to multitask and support several initiatives
• Experience in a technology and/or security environment preferred
• The ability to work independently under minimal direction with a strong attention to detail
• Candidates should be able to demonstrate effective organizational skills and a confident approach in problem solving abilities
• Ability to obtain and maintain a DoW clearance is required

Hours and Location:

The hours for this position are 8:30am to 5:00pm Monday through Friday.  Work location is on site.  Occasional work-from-home arrangements are permissible.