Administrative Assistant

What You Will Do

The Plutonium Supply and Disposition (PSD) Division is seeking a motivated, customer‑focused, professional, efficient, reliable, organized, and experienced administrative assistant to support group functions within the division. The position reports to the PSD Division Staff Operations Manager and requires high standards of administrative professionalism, attention to detail, and accuracy. You are expected to solve problems, maintain a customer‑focused approach, and collaborate cooperatively in a dynamic and diverse office environment.

This role demands close cooperation with peers and leadership across the division and accountability for deadlines and commitments.

• Ensure safety and security compliance, maintain required training, and integrate safety and security into all tasks.
• Conduct a wide range of administrative and office tasks requiring judgment in resolving moderate complexity issues or making recommendations.
• Generate internal and external correspondence, reports, and forms with limited supervision.
• Prioritize, track, and distribute incoming and outgoing messages and actions, using electronic and hard‑copy mail systems.
• Maintain electronic and hard‑copy files in established systems.
• Coordinate calendars and schedules.
• Plan logistics for meetings, including announcements.
• Arrange domestic and foreign travel and reimbursements.
• Act as a timekeeper for one or more organizations; enter time and effort reports for assigned employees.
• Mentor and train other administrative personnel.
• Handle sensitive information and/or classified matters.
• Serve as an escort to visitors and authorized personnel.
• Act as the procurement representative and maintain related records.
• Serve as key/or core custodian.
• Serve as a point of contact and resource for internal offices and external agencies.
• Provide resources to staff for established processes, procedures, and guidelines.
• Offer input on organization‑specific administrative practices and procedures.
• Adhere to all laboratory and industry regulatory guidance specific to administrative policies and procedures.
• Ensure all results, materials, processes, and final products meet quality specifications and are completed per established requirements.
• Promote a respectful and inclusive work environment free from discrimination and harassment.

Minimum Job Requirements

• Proven experience providing administrative support in a complex, busy office environment with adaptability, flexibility, and willingness to support wherever needed.
• Excellent oral, written, and verbal interpersonal skills.
• Experience organizing, prioritizing, and completing multiple tasks under strict deadlines and changing priorities.
• Demonstrated experience managing electronic calendars and coordinating meetings.

• Computer proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with SharePoint, MS Teams, Adobe Acrobat, etc.; ability to learn lab business systems (Oracle, Ariba, Concur).
• Ability to independently interpret data and information to produce professional Word documents, Excel spreadsheets, and PowerPoint presentations as needed.

• Demonstrated ability to organize, prioritize, and follow through on multiple tasks, often under strict deadlines and frequent interruptions.
• Excellent record of integrity, dependability, availability, attendance, and punctuality.
• Experience making decisions and resolving problems independently and as a team member, using judgment, creativity, flexibility, and initiative in non‑routine situations.

• Effective interface with people throughout the organization hierarchy and partnership with internal support organizations.
• Ability to generate a variety of internal and external correspondence, reports, and forms.
• Demonstrated ability to foster a cohesive team environment, share, teach, and learn from other team members.

High School Diploma and 3 years related experience, or an equivalent combination of education and experience directly related to the occupation.

• Desire to learn, grow, and take on…