Jefferson Lab

Come join our team at Jefferson Lab, where great minds matter.

Posting Date: 01/31/24
Salary Range: $41,600 - $56,600 (A/S-III)
Work Location Type: Dedicated On-site (100% on-site work)

What your job will look like:

As the Theory Division Administrator, you will perform a variety of activities in support of functional areas of the Theory and Comp. Physics division including: managing the daily administrative operations, serve as the point of contact for communication between the Theory Center, Lab management and other divisions; provide administrative support to the Theory Center staff, its operations and programs to include business travel correspondence and arrangements for staff and visitors, meetings, workshops and summer student programs. The Theory Division Administrator will also coordinate and maintain the Theory Center database for reporting and review purposes.

In this role, you will:

  • Manage the daily operations of the Theory Center - Division for Theoretical and Computational Physics, including distribution of mail, purchasing and stocking of office supplies, reporting copier supply shortages or failures, and submission of work requests as needed.
  • Provide primary administrative support to the Theory Center Director, scientific staff, visitors and the user community, including management of Theory Center Director’s complex schedules, coordinating meetings with internal and external contacts.
  • Coordinate Division meetings including internal and external events such as scientific conferences and workshops, seminars, schools (including HUGS), and staff meetings. Review and ensure all logistics, administrative functions, and catering are arranged and ready in accordance with policies and procedures.
  • Arrange for all domestic and international business travel for members of the Division, plus off-site visitors traveling to Jefferson Lab. Submit appropriate travel expense reports.
  • Collate timely the key performance indicators and performance metrics, such as publications, invited talks, awards etc., which are necessary for DOE PEMP documents and various reports. Make the tabulated information available in the Theory Center’s SharePoint for staff’s validation and the record.
  • Distribute timely announcements of theory seminars. Routinely update the Theory Center’s webpage to reflect current people at the Theory Center including all staff, postdocs, students, and visitors.

Qualifications We Require:


  • High School Diploma


      • 5 years of relevant experience or
      • Equivalent combination of education an experience.
      • Experience working in a high-volume environment, adapting to competing priorities and multi-tasking.
      • Experience preparing presentations and creating spreadsheets/databases.
      • Experience with Microsoft Office.

      Knowledge, Skills, Abilities:

      • Demonstrated high level of knowledge, experience and proficiency with Microsoft Word, Excel, PowerPoint and Adobe Acrobat.
      • Ability to organize and prioritize in a multi-task environment as well as to independently identify and solve problems.
      • Ability to work to deadlines.
      • Advanced written and oral communication skills.
      • Strong interpersonal, customer service and trouble-shooting skills.
      • Ability to communicate effectively with people at all levels and from varying backgrounds.

      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 and does not discriminate in hiring or employment on the basis of race, color, religion, ethnicity, sex, sexual orientation, gender identity, national origin, ancestry, age, disability, or veteran status or on any other basis prohibited by federal, state, or local law. As part of the JSA’s equal employment opportunity policy, we also take affirmative action as called for by applicable laws and Executive Orders to ensure that minority group individuals, females, disabled veterans, recently separated veterans, other protected veterans, Armed Forces, and qualified disabled persons are introduced into our workforce and considered for promotional opportunities.

      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 or contact Human Resources by calling (757) 269-7100 and selecting option 1 between 8 am – 5 pm EST to provide the nature of your request.

      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.