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Administrative Assistant for NUP Student Programs

Idaho National Laboratory

Location: US
Position Type:
Rqd Education:
Rqd Experience: 2 - 5 years
Date Posted: December 22, 2022
Reference Code: 18929
Does a career focused on changing the world's energy future intrigue you? If so, we might have just the opportunity you're looking for!
Idaho National Laboratory's (INL) National University Programs Team is seeking forward-thinking professionals interested in exploring a career as an Administrative Assistant for NUP Student Programs.
Our team works an on-site 9x80 schedule located at our EROB facility with every other Friday off!
Responsibilities Include:
  • Provide administrative support for National University Programs' student programs offices that include graduate fellows and interns.
  • Primary responsibilities will be to act as office coordinator/administrator for externally funded students and researchers.
  • This position requires working with multiple customers.
  • Have ability to work with a high degree of independence and minimal oversight in administrative duties.
  • Coordinates multiple tasks simultaneously while accomplishing tasks within short deadlines.
  • Duties include, but are not limited to, scheduling, preparing correspondence, greeting and badging international and US visitors, inputting security plans and visitor notices, and meeting event planning and hospitality specifically for participants' professional development activities.
  • Assists in preparing monthly and quarterly reports on task activities and gathers data as needed for reporting.
Provide complete administrative support for the following key functions:
  • Work with senior INL management, senior representatives at universities and their administrative staff.
  • Track action items and ensure they are completed in an accurate and timely manner.
  • Prepare complex agendas, security plans, and facilitate visits.
  • Interface and communicate with regional, national and international collaborators.
  • Exercise independent judgment and handle multiple tasks simultaneously.
  • Make travel arrangements (using Concur); manage meeting/conference registrations and prepare and track expense reimbursements.
  • Perform records coordinator responsibilities
  • Support and facilitate improvement initiatives in the department.
  • Perform additional duties as assigned.
Sample responsibilities include:
  • Onboarding
  • Send the prospective externally funded student or researcher appropriate INL documents and track for receipt and completion
  • Upon receipt, provide Personnel Security and other pertinent INL offices, completed forms, obtain an S#, set up the on-line training modules and arrange for formal on-boarding process
  • Monitor progress of onboarding contingencies.
  • Talk to Personnel Security, Medical, Subcontract Work Office, Training Department and host org. as needed
  • Professional Development Planning Support for participants
  • Event planning
  • Scheduling
  • Conclusion of personnel assignments
  • At the conclusion of the assignment, process the end of assignment/termination notification and close out the participant's file.
  • Maintain information in the data tracking system.


Qualifications:

Minimum Requirements:
  • High School and at least 4 years of meaningful experience.
  • Experience supporting and/or working with senior leaders in corporations or higher education.
  • Excellent communication (oral, written), interpersonal, organizational, and analytical skills to answer questions, solve problems, and explain procedures to a wide variety of people and organizations.
  • Highly proficient with Microsoft Applications (Office, Outlook, Word, Excel, Teams, OneDrive, OneNote and PowerPoint).
  • Possess outstanding organization and time management skills.
  • Ability to take initiative and work with minimal supervision while maintaining a high level of accuracy and attention to detail.
Preferred Requirements:
  • Strong sensitivity toward maintaining confidentiality. Ability to protect and prioritize sensitive information and intellectual property.
  • Ability to work effectively under the pressure of deadlines.
  • Proficiency using Microsoft Office software: Excel, Word, and PowerPoint.
  • Ability to learn and use other applications such as Ariba Guided Buying, Asset Suite and P Card.
Job Information
  • *Salary Grade 150 ($42,840 - $68,532)
  • Chosen applicants are required to show a demonstrated commitment to valuing diversity and contributing to an inclusive working environment.
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 5,000 scientists, researchers, and support staff, the laboratory works with national and international governments, universities and industry partners to discover new science and development technologies that underpin the nation's nuclear and renewable energy, national security, and environmental missions.
Growing INL: An Overview of New Facilities and Capabilities

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. Women and People of Color are strongly encouraged to apply.
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.
Benefits, Salary, and Relocation
We have an extremely competitive salary structure and phenomenal benefits. For more information, please visit: https://www.inl.gov/careers/benefits-overview/
About this Employer

Part of the U.S. Dept. of Energy’s complex of national laboratories, INL performs work in each of the strategic goal areas: energy, national security, science & environment. INL is the nation’s leading center for nuclear energy research & development.