Group Administrative Assistant

Position Description

The Engineering Division is seeking to fill Group Administrative Assistant role to help with the responsibilities of the daily operation of the Rapid Prototyping Group, encompassing a wide variety of administrative support tasks. The candidate should be team oriented and possess strong communication skills. An ability to work successfully with others is essential, as is the ability to work under pressure in a fast-paced, multi-faceted office. The candidate is expected to possess a high level of professionalism in communication with senior management and other external parties, a strong level of discretion in handling private information, and excellent ability to maintain situational awareness of office and Laboratory level matters.

Tasks

Specific tasks can be grouped into four main skill sets:

Organization: The candidate will manage multiple calendars, a conference room calendar and group status board as well as coordinate internal and external visits and meetings and maintain office equipment and supply levels. The candidate will be the property coordinator for the group and serve as the point of contact for property. The candidate should possess the ability to set priorities and manage multiple concurrent tasks.

Communication: The candidate must possess effective written and oral communication and interpersonal skills, and the ability to work independently under minimal direction and to effectively monitor details.

Accuracy: The candidate will enter weekly time sheets for support, service, and subcontractors. The candidate will process shopping carts and procurements, execute credit card procurements, arrange travel and process expense reports, submit facilities and IT work orders, as well as data entry into a variety of Laboratory web-based forms, submitting release reviews, typing and editing memoranda, creating and maintaining spreadsheets, drafting and editing presentations, composing and archiving correspondence for the office.

Professionalism: The candidate should possess a high level of professionalism in communication with senior management and external parties and an effective level of discretion in handling private and classified electronic and hard copy information, as well as in escorting visitors.

This position is predominantly an onsite position during standard business hours.

Requirements

• High School graduate with at least 5 years of relevant experience
• Associate’s degree with at least 3 years of relevant experience
• Bachelor’s degree in a business or relevant field
• Proficient in MS Office Suite (Word, Excel, PowerPoint, Access, Outlook).
• Demonstrated effective written and oral communication skills, interpersonal skills, and organizational skills
• Ability to perform administrative tasks in highly collaborative environment, managing multiple assignments and prioritizing workflow with minimal supervision
• The ability to obtain and maintain a government security clearance is required

Additional preferences: Experience working with STEM field or government, SAP, Concur, Success Factors, Field Glass and Analysis for Office.

Proficient in Zoom for Government and Microsoft Teams is preferred.