ESH Administrative Assistant

Argonne's Radiological Protection (RP) Division is seeking an experienced Administrative Assistant to join their team. The Administrative Assistant for RP is a key role responsible for providing comprehensive administrative support to ensure the smooth operation of the division.

The ideal candidate will be a high-performing individual capable of managing a wide range of administrative and clerical tasks in a highly regulated environment.

This role requires exceptional organizational skills, attention to detail, and the ability to handle multiple priorities efficiently.

This role is responsible for providing a broad range of clerical and technical services for the RP management team and the rest of the division.

Responsibilities :

Scheduling and Coordination : Coordinate and schedule meetings (in-person and hybrid), interviews, and events for the division.

Prepare agendas, reserve and set up meeting rooms, and arrange necessary equipment or materials.

Administrative and Clerical Duties : Manage incoming and outgoing correspondence, including emails, memos, and letters.

Prepare and format reports, presentations, and other documents as required. Maintain accurate and organized filing systems, both electronic and physical.

Assist with obtaining subcontractor services by coordinating with Procurement Department, preparing necessary documentation, and ensuring compliance with procurement policies.

Event Planning : Organize and coordinate division-specific events, including training sessions, workshops, and conferences.

Handle logistics, such as venue selection, catering arrangements, and participant communication. Assist in preparing event materials and follow-up documentation.

Office Management : Monitor and ensure an adequate level of office supplies and personal protective equipment. Act as the divisional records coordinator to implement and manage divisional policies, procedures, and administrative systems.

Also, oversee the organization, storage, and retrieval of physical and electronic records. Serve as the primary contact for property management issues within the division.

Supervise the allocation, usage, and maintenance of office space and equipment. Coordinate with facility management for office moves, maintenance, and equipment repairs.

Compliance and Regulation : Ensure all administrative processes comply with division and laboratory policies and procedures.

Assist in the preparation and submission of regulatory documentation and reports. Maintain confidentiality of sensitive information and adhere to data protection policies.

Communication and Support : Serve as a point of contact for internal and external stakeholders, providing information and directing inquiries as needed.

Support the division director and management team with various administrative tasks and special projects. Facilitate effective communication within the division and with our stakeholders.

Work collaboratively with other administrative staff to support various departments.

Position Requirements

• Meticulous level of attention to detail.
• Experience working in a highly regulated environment.
• Ability to strictly follow local and lab-wide policies and procedures.
• Oral and written communication skills, as well as interpersonal skills when interacting and communicating with a variety of internal and external stakeholders.
• Strong organizational and multitasking abilities.
• Experience with scheduling office activities and events planning.
• Experience working with business sensitive and confidential information.
• Strong time management skills with the ability to prioritize tasks effectively.
• Proactive and resourceful with a positive attitude.
• High level of professionalism and discretion.
• Proficient in Microsoft Office 365 Office Suite (Teams, OneDrive, Word, Excel, PowerPoint, Outlook).
• Demonstrated experience using various business systems and apps to support RP and Lab-wide business.
• Demonstrated skill working independently and as part of a team.
• Experience in a previous position requiring independent judgment, problem-solving skills, and additional specialized training in office management skills is desirable.
• Ability to model Argonne’s Core Values : Impact, Safety, Respect, Integrity, and Teamwork.

The selected candidate will be placed at the appropriate level (SA3) dependent upon depth and breadth of relevant knowledge and skills brought to the position, as well as the amount of relevant experience.

The requirements of the various levels are as follows :

SA3 Level : High school and 8+ years of related experience

This position description documents the general nature and level of work but is not intended to be a comprehensive list of all activities, duties and responsibilities required of job incumbent.

Consequently, job incumbent may be required to perform other duties as assigned.

Job Family

Support Administrative (SA)

Job Profile

Administrative Support 3

Worker Type

Regular

Time Type

Full time