Administrative Assistant III

POSITION SUMMARY: 
We have an opening for an Administrative Assistant III to join our organization’s thriving administrative team dedicated to providing excellent support to our scientific and operations staff.
As an Administrative Assistant III, you will provide a comprehensive array of administrative services requiring considerable judgment and initiative, while ensuring adherence to the mission, values, and long-term objectives of the organization. You will be expected to apply highly specialized knowledge to ensure that the organization is successful in supporting its 500+ staff, students and affiliates. You will need to become well-versed with policies, processes, and regulations and ensure compliance related to the range of administrative support and general business functions (e.g., travel, procurement, property, timekeeping, events, etc.). You will also be cross trained in all aspects of the Administrative Assistant III role to provide adequate backup support for other administrative team members, as needed.
DUTIES/RESPONSIBILITIES:
Essential

• Departmental support, including ensuring timely travel and reimbursement for Department Heads; scheduling recurring Departmental staff meetings and seminars; facilitating hiring and interviews; scheduling safety walkthroughs and tracking trainings; assisting the annual performance review process.
• Procurement, including ensuring timely submission of procurement requisitions and tracking order status of scientific instrumentation, equipment, and services as well as area/divisional office supplies.
• Invoice payment and reimbursement, including ensuring timely submission of vendor and publications invoices or receipts for certain qualified expenses into the Payment Request Center for invoice payment and reimbursements.
• Hosted event support, including planning/coordination of meetings and events, such as entering event requests for approval in Event Request System (ERS), assisting with meeting space, AV, meals, travel, hotel accommodations, transportation needs, and tracking event budgets, payments and close out.
• Travel, including ensuring timely travel arrangements and reimbursements for local, domestic and foreign trips, for staff, affiliates and guests.
• Timekeeping - serve as backup timekeeper in the timekeeping system.
• Property tracking support - assist the Property Representative with the annual property inventory review.
• Front Office support, including serving as the first point of contact for external and internal customers, general calendaring, meeting and AV setup, mail distribution, maintaining office supplies and business machines, creating and maintaining filing systems.
• Be a resource to others! Provide guidance and training to ensure compliance with the aforementioned; orient Staff and Affiliates to resources; serve as a backup for administrative personnel at other locations.

As Needed

• Work on special projects for senior management or other activities as assigned by your Supervisor, Business Manager, and/or Area Deputy of Operations.
• Represent the Division on a variety of councils and committees within and external to the Division as assigned.
• Lead or provide direction to support personnel. Serve as a team/ project leader on administrative projects.

POSITION QUALIFICATIONS: 
Essential

• This opportunity requires a confident team player with excellent interpersonal/customer service skills and a minimum of 2-4 years of relevant administrative assistant experience.
• Must be able to work effectively with a diverse range of people.
• Works independently and as a part of a team that includes individuals of various levels within the organization.
• Strong computer skills at an intermediate to advanced level, including Microsoft Office, electronic mail, and calendaring systems.
• Confidentiality and discretion skills are a must.
• Experience with administrative and financial transactions and documentation (such as procurements, travel); working with financial/nonfinancial data (such as office metrics, publications and citations databases); planning conferences and meetings; processing routine HR actions (time keeping, employee and guest hire forms); interacting with general office activities.
• Strong skills with demonstrated abilities to independently operate within a front office environment.
• Proactive follow-through on tasks and communication of status updates
• Strong skills in working with accessing, relating, inputting and maintaining databases with a demonstrated ability to analyze and synthesize data into charts, graphs, and queries using various software applications.
• Demonstrated independent and sound problem-solving and decision-making skills and the ability to suggest and implement new ways of providing efficient and cost-effective support services.
• Advanced written and verbal communication skills and ability to independently compose standard correspondence and other administrative letters, email, etc. Demonstrates advanced administrative skills including accurate and excellent proofreading, editing and grammar skills.
• Advanced computer experience with computer programs including Word, PowerPoint, Excel, Acrobat; must be able to produce high quality, error-free documents. Knowledge of calendaring tools, email, the web environment, EndNote is desirable.
• Ability to learn quickly, be a critical thinker, ask questions or verify instructions.
• Ability to function independently as well as part of a team and take direction from other administrative assistants, work leads, supervisor, and customers in general.
• Ability to conduct work at multiple locations, travel to various onsite locations and be mobile.
• Ability to work occasional overtime, to respond quickly, and maintain flexibility during periods of changing work priorities and tight time constraints.

Preferred

• Experience in or familiarity with DOE policies and procedures, preferred.
• Experience working in a strong safety culture.
• Knowledge of Asset Management System, ePRO, eBUY, TREX, or PeopleSoft.