Come join our team at Jefferson Lab, where great minds matter.
Posting Date: 05/27/2025
Salary Range: $43,700 - $63,800 (AS III)
Work Location Type: Flexible On-site (working more than 60% on-site)
What your job will be like:
As the User Liaison Administrator, the incumbent will support the User Office and the Physics division by trouble shooting User issues, database entry, tracking reportable division data, managing user office space and supporting events led by the User Office.
In this role you will:
- Serve as Travel Auditor for the Physics division. Responsible for the auditing of all Travel Authorizations, Expense Reports and Foreign Travel Requests generated by Physics Division staff for accuracy and completeness. Ensure all foreign Travel Authorizations are linked to a Foreign Travel Requests in FTMS. Notify Division Travel Coordinators of any processing errors and/or omissions in paperwork and follow-up to confirm errors are corrected. Update and maintain the Physics Division Travel database for reporting purposes. Responsible for collecting Physics Division travel and conference participation information for Directors Office quarterly reports, DOE and other reports as requested by the Associate Director of Physics. Update and maintain the Physics Division Travel spreadsheet for reporting purposes. Ensure invited talks related to travel and recent PhD theses are entered into the PUBS database.
- Working as part of the User Liaison Office team, independently troubleshoot and solve issues for the onsite user community (ie. Training, badge issues, etc.). Provide back-up support to the ULO Administrator in her absence to include proctoring Radworker 1 exams. Send notifications and reminders for monthly lunch seminars. Schedule speakers for the Summer Lectures Series.
- Update conference list once per month to include those physics staff members attended on and offsite during that month. Add information required for the Supplemental Data Request: number of attendees, total institutions, etc. Track staff members who were on Advisory or Organization Committees.
- Manage author lists from approved Program Advisory Committee (PAC) proposals and collaborate with experiment contact/spokespersons to ensure information is accurate and complete and create author accounts as needed. Update and maintain the author database.
- Monitor ULO User space and update spreadsheet once a month. Assign seating for new users as needed. Deliver user mail once per week.
- Coordinate and process Foreign and domestic travel for staff and users and support for divisional needs as required.
Qualifications we require:
Education
- High School Diploma
Experience
- 5 or more years business/administrative training
Experience and Education Exchange
Education above the minimum may be substituted for experience.
Knowledge, Skills and Abilities
- Ability to troubleshoot and problem solve using initiative and good judgement determining the most effective and efficient method.
- Proven ability to perform complex tasks independently. Advanced working knowledge of office support procedures and software, such as Word, Excel, working within and creation of spreadsheets, etc.
- Ability to supervise and provide lead coordination to junior administrative support personnel as well as division student interns.
- Advanced written and oral communication skills along with excellent customer service and conflict resolution skills
- Ability to interface with all levels of management and staff, vendors and visitors on an as-needed basis.,
About Jefferson Lab
Join a community with a common purpose of solving the most challenging scientific and engineering problems of our time. The Jefferson Lab campus is located in southeastern Virginia amidst a vibrant and growing technology community. A career at Jefferson Lab is more than a job. You will be part of “big science” and work alongside top scientists and engineers from around the world unlocking the secrets of our visible universe. Managed by Jefferson Science Associates, LLC; Thomas Jefferson National Accelerator Facility is entering an exciting period of mission growth and is seeking new team members ready to apply their skills and passion to have an impact. You could call it work, or you could call it a mission. We call it a challenge. We do things that will change the world.
Total Rewards at Jefferson Lab
At Jefferson Lab, we believe that a comprehensive employee benefits program is an important and meaningful part of the compensation employees receive. Our benefits program includes, but is not limited to:
- Medical, Dental, and Vision Care Plans
- Flexible Spending Accounts
- Paid Time-off and Leave Programs (Paid Parental, vacation, holidays, and sick leave)
- 401(k) Plan – 9% Lab Contribution; 100% vested
- Flexible Work Arrangements (Remote & Alternate Work Schedules available)
- Tuition Assistance, Training and Professional Development Programs
- Live near the waterways of the Chesapeake Bay region with access to nearby beaches, mountains, and all major metropolitan centers on the East Coast
Jefferson Science Associates, LLC (JSA) manages and operates the Thomas Jefferson National Accelerator Facility (Jefferson Lab). JSA is an Equal Opportunity Employer.
JSA is committed to providing reasonable accommodations for persons with disabilities (unless doing so will result in an undue hardship). If you need a reasonable accommodation for any part of the employment process, please send an e-mail to recruiting@ jlab.org or contact Human Resources by calling (757) 269-7100 and selecting option 1 between 8:00 am -5:00 pm EST to provide the nature of your request. Reasonable accommodations are considered on a case-by-case basis.
Employment with JSA is conditional upon DOE approval if at any time during your employment you are participating in a Foreign Government Talent Recruitment Program or Affiliated activity. Generally, such programs/activities include any foreign-state-sponsored attempt to acquire U.S.-funded scientific research through programs run or funded by the government that target scientists, engineers, students, academics, researchers, and entrepreneurs of all nationalities working or educated in the United States. This includes positions or appointments, both domestic and foreign, titled academic, professional, or institutional appointments whether or not remuneration is received and whether full-time, part-time or voluntary.
