Administrative Assistant at Idaho National Laboratory

Idaho Falls, Idaho, United States -

Full Time

Start Date

Immediate

Expiry Date

25 Aug, 26

Salary

37.82

Posted On

27 May, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Technical Writing, Calendar Management, Travel Coordination, Expense Reporting, Records Management, Microsoft Word, Microsoft PowerPoint, Microsoft Excel, Onboarding Coordination, Security Protocol Handling, Office Administration, Document Proofreading

Industry

Research Services

Description

Idaho National Laboratory's research teams depend on flawless operational support to focus on breakthrough discoveries, and as an Administrative Assistant, you'll provide the organizational expertise that keeps complex projects moving forward. You'll compose and edit technical documents and presentations, manage multiple calendars with competing priorities, coordinate travel and expense reporting, order supplies, handle classified and sensitive materials according to protocol, and maintain confidential office records and files. Your responsibilities will include advising on records retention decisions, coordinating space needs and employee onboarding, monitoring critical deadlines, and serving as the point of contact for inquiries about organizational activities, ensuring that scientists and engineers have the administrative foundation they need to advance nuclear technology and national security initiatives. Essential Job Functions and Responsibilities: * Compose, type, edit, and proofread a variety of documents, reports, and correspondence. Design and create charts and graphs for oral presentations. Initiate and respond to correspondence of both routine and non-routine nature. Address problems/inquiries and complete periodic and special reports. * Order supplies by generating requisitions through company-provided systems. Serve as the Point of Contact (POC) and escort for vendors performing maintenance on office equipment. * Receive, refer, and/or answer mail, walk-in, and telephone inquiries regarding organization activities. * Efficiently manage and coordinate multiple calendars/schedules with accuracy and prioritize time management needs. Proactively resolve scheduling conflicts and coordinate collaborative meetings. * Support office operations by coordinating requests for information or providing general direction to others across INL. * Coordinate travel accommodations for the organization and prepare travel expense records. * Handle project classified and unclassified sensitive data and materials according to protocol while maintaining vigilance against security infractions and violations. * Advise managers and personnel in making decisions to retain, store, or destroy organization records, ensuring special record-keeping requirements are met for various record classifications. * Maintain office records and files, ensuring confidentiality and security of sensitive and controlled documents. * Coordinate logistical space needs and onboarding of new employees. Facilitate phone/move requests, and other maintenance and service requests for employees. Manage property and space. * Monitor the status of critical items, assignments, and deadlines to ensure timely completion. * May escort un-cleared visitors as requested. Required: * Graduation from high school or equivalent, and four years of relevant experience. * Excellent verbal and written communication skills. * This requires the ability to obtain and maintain a DOE security clearance, which requires U.S. citizenship. The ideal candidate will possess: * Proficiency with Microsoft Office, including extensive knowledge of MS Word, PowerPoint, and Excel. Physical Requirements: The employee is frequently required to stand, walk, sit, bend, operate a computer keyboard or type, handle materials, or reach with hands and arms performing the essential functions of the classification. The duties require sitting for long periods, accessing stored file boxes and file cabinets, and moving and organizing physical file materials. The employee must occasionally lift 35 pounds. Specific vision abilities required by this classification include close vision, distance vision, depth perception and ability to adjust focus, conduct research and inspect materials. Sufficient clarity of speech and hearing abilities required by this classification includes those which permit the employee to discern verbal instructions, communicate effectively in person, by telephone or electronic mail. While performing the duties of this classification, the employee works in an office setting where the noise level in the work environment is usually moderate. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Job Information: Idaho National Laboratory is hiring a Administrative Assistant to work on our Instrumentation and Controls team. Our team works a 9x80 schedule located out of our REC facility with every other Friday off. * The pay range for this position is $22.93 – $37.82. At Idaho National Laboratory compensation decisions are determined using factors such as education, relevant experience, and other credentials. * TDP: This is a testing designated position; you will be required to submit to a pre-employment drug screen and periodic drug testing throughout the term of your employment. Benefits and Relocation * Medical, Dental, Vision, and Flexible Spending Accounts * 401(k) with a 4.2% employer contribution and up to 4.8% match (regular positions) or self-contribute access (postdoctoral positions) * Paid time off (personal leave) * Employee Education Program (tuition assistance for eligible positions) * Comprehensive Relocation Package * Benefit eligibility subject to multiple factors, including employment status and position classification. At this time, BEA will not sponsor any H1-B visas obtained outside of the United States of America (U.S.A.), including consular visas. INL is a science-based, applied engineering national laboratory dedicated to supporting the U.S. Department of Energy's mission in nuclear energy research, science, and national defense. With more than 6,300 scientists, researchers, and support staff, the laboratory works with national and international governments, universities and industry partners to change the world's energy future and secure our nation's critical infrastructure. INL Mission: Our mission is to discover, demonstrate and secure innovative nuclear energy solutions, other clean energy options and critical infrastructure. INL Vision: Our vision is to change the world's energy future and secure our nation's critical infrastructure. Selective Service Requirements: To be eligible for employment at INL males born after December 31, 1959 must have registered with the Selective Service System (SSS). For more information see www.sss.gov. Equal Employment Opportunity: Idaho National Laboratory (INL) is an Equal Employment Opportunity (EEO) employer. It is the policy of INL to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information. Reasonable Accommodation: We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation. Other Information: When applying to positions please provide a resume and answer all questions on the following screens. Applicants, who fail to provide a resume or answer the questions, may be deemed ineligible for consideration. INL does not accept resumes from third party vendors unsolicited.

Responsibilities

Provide comprehensive operational and administrative support to research teams, including managing calendars, travel, and technical documentation. Handle sensitive and classified materials while coordinating office logistics and employee onboarding.