The Administrative Assistant, under supervision and with a degree of initiative, will provide administrative support while performing a wide range of administrative activities and tasks. This individual will ensure the administrative responsibilities, often of a confidential or sensitive nature, are performed in a timely manner. They will handle complex assignments using independent judgment facilitating effective, efficient flow and processing of information and activities associated with daily operations, as assigned. This Administrative Assistant will provide support to the Advanced Energy Technologies (AET) Directorate office reporting to the AET Directorate Executive Assistant.

Job Duties:

• Scheduling of meetings

• Managing multiple calendars

• Preparing domestic and international travel arrangements

• Processing expense reports and conference registrations, coordinating on-site visits

• Processing foreign national site access

• Preparing and formatting correspondence, proposals, reports, and presentations

• Notetaking and transcribing

• Ordering supplies

• Tracking action items and monitoring approaching deadlines

• Maintaining electronic filing system

• Providing administrative back-up support, and other duties as assigned

Position Requirements

• Knowledge of a broad range of administrative support, office practices and procedures.

• Ability to demonstrate good interpersonal, oral, and written communication.

• Ability to interact diplomatically and tactfully with people at all levels both within and outside the laboratory.

• Ability to be flexible with the potential to work with many groups in the directorate.

• Ability to think quickly when managing difficult situations.

• Skilled in organizational and time management skills including the ability to prioritize, organize and handle multiple assignments simultaneously in a fast-paced environment, while being detail oriented and using sound independent judgment to accomplish tasks.

• Analytical, problem solving and decision-making skills to resolve problems independently with incomplete or conflicting data.

• Knowledge, skills, and experience using Microsoft Outlook, including using advanced features in editing documents, with Microsoft Office Suite (Word, Excel, and PowerPoint) and Adobe Acrobat.

• Skills in arranging and coordinating meetings, workshops, conferences, on-site visits, and managing both domestic and international travel.

• Demonstrate ability to quickly learn internal enterprise resource planning systems.

• Ability to model Argonne’s Core Values: Impact, Safety, Respect, Integrity, and Teamwork.

The selected individual will be placed at the appropriate level (SA2 or SA3) depending on the depth and breadth of relevant knowledge, skills, and experience brought to the position. The requirements for the desired levels are as follows: 

• SA2:  High school diploma and 4+ years of relevant experience or equivalent.

• SA3:  High school diploma and 8+ years of relevant experience or equivalent.

U.S. Citizenship w/ clearance

Other: To perform the essential functions of this position successful applicants must provide proof of U.S. citizenship, which is required to comply with federal regulations and contract. Illegal drug testing as defined in 10 CFR 707.4 and a background investigation will be required prior to employment.  The selected candidate will be required to obtain and maintain a clearance and must be a U.S. citizen. Please see http://www.state.gov/m/ds/clearances/c10978.htm for more information about requirements for obtaining a security clearance process.

Preferred Qualifications:

• Knowledge of Laboratory business systems such as Box, Concur, and Workday.

• Knowledge of Laboratory and Division policies, practices, and procedures.

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