AddressRequisition Id 13100
Overview:
As a U.S. Department of Energy (DOE) Office of Science national laboratory, Oak Ridge National Laboratory (ORNL) has an extraordinary 80-year history of solving the nation’s biggest problems. With a dedicated and creative staff of over 6,000 people, ORNL’s decadal vision for diversity, equity, inclusion, and accessibility (DEIA) is to cultivate an environment and practices that foster diversity in ideas and in the people across the organization, as well as to ensure ORNL is recognized as a workplace of choice. These elements are critical for enabling the execution of ORNL’s broader mission to accelerate scientific discoveries and their translation into energy, environment, and security solutions for the nation.
The Biological and Environmental Systems Science (BESS) Directorate at ORNL leads interdisciplinary research in biology, ecology, engineering, data discovery, physical sciences, and computing to boost U.S. competitiveness in the global bioeconomy and promote Earth system sustainability. BESSD is seeking a proactive Administrative Assistant to provide essential support. This role offers the chance to contribute to groundbreaking research and work with a dynamic team.
Major Duties/Responsibilities:
Professional Reception: Create and maintain a professional office atmosphere by extending courteous and professional reception to visitors, whether in person or over the phone.
Calendar and Schedule Management: Effectively schedule and maintain intricate calendars for appointments, meetings, interviews, meeting locations, and conferences, while skillfully prioritizing scheduling demands.
Visitor Coordination: Coordinate visits, including travel arrangements in adherence to ORNL guidelines, site access, and the seamless orchestration of agendas and seminars.
Recruiting Support: Collaborate on manager-related tasks such as recruitment, hiring, and onboarding, which includes interview scheduling, site access management, and integration support.
Travel Coordination: Handle domestic and international travel requisitions, encompassing reservations, conference registrations, transportation, and expense settlement in strict accordance with ORNL protocols. Event Planning: Facilitate the planning and coordination of on-site and off-site events, such as meetings, workshops, and conferences, meticulously managing all logistical details.
Document Preparation: Prepare, review, and craft diverse written materials as per ORNL Correspondence guidelines, maintaining a high standard of quality.
Procurement: Generate requisitions and purchase orders following appropriate ORNL guidelines, contributing to smooth operations.
Acquisitions and Subcontracts: Oversee acquisitions and subcontracts, ensuring efficient procurement processes.
Compliance Oversight: Uphold adherence to office procedures and guidelines, ensuring consistent compliance across all activities. Maintain Department of Energy directives/standards and training requirements.
Support Coverage: Offer support to the various groups or sections in the absence of the Administrative Assistant, maintaining continuity in operations. Effectively work on multiple tasks in a limited amount of time in a fast-paced environment.
Team Collaboration: Collaborate closely with other administrative support staff, assisting as necessary with designated support duties to promote a cohesive work environment.
Special Projects: Actively participate in and support special projects and assignments as required to contribute to the Directorate's success.
Confidentiality: Handle sensitive and personally identifiable information discreetly, adhering to established procedures to maintain data security.
Standard Administrative Functions: Execute standard administrative functions efficiently to support overall operations.
Core Values: Deliver ORNL’s mission by aligning behaviors, priorities, and interactions with our core values of Impact, Integrity, Teamwork, Safety, and Service. Promote diversity, equity, inclusion, and accessibility by fostering a respectful workplace – in how we treat one another, work together, and measure success.
Basic Qualifications:
A high school diploma and at least 2 years of experience.
Working knowledge of Microsoft Office (Teams, Outlook, Word, PowerPoint, Excel, SharePoint, One Note, and One Drive).
Excellence in written English.
Proactive, motivated self-starter with the ability to work independently and to participate creatively in collaborative teams across the laboratory
Ability to function well in a fast-paced research environment, set priorities to accomplish multiple tasks within deadlines, and adapt to ever changing needs.
Preferred Qualifications:
4 years of relevant administrative experience.
Associate or Bachelor degree in business, communications or relevant field is preferred.
Excellent interpersonal, written, and oral communication skills.
A working knowledge of administrative policies and procedures; familiarity with or ability to learn ORNL Administrative Systems.
Benefits at ORNL:
ORNL offers competitive pay and benefits programs to attract and retain talented people. The laboratory offers many employee benefits, including medical and retirement plans and flexible work hours, to help you and your family live happy and healthy. Employee amenities such as on-site fitness, banking, and cafeteria facilities are also provided for convenience.
Other benefits include the following: Prescription Drug Plan, Dental Plan, Vision Plan, 401(k) Retirement Plan, Contributory Pension Plan, Life Insurance, Disability Benefits, Generous Vacation and Holidays, Parental Leave, Legal Insurance with Identity Theft Protection, Employee Assistance Plan, Flexible Spending Accounts, Health Savings Accounts, Wellness Programs, Educational Assistance, Relocation Assistance, and Employee Discounts.
If you have difficulty using the online application system or need an accommodation to apply due to a disability, please email: ORNLRecruiting@ornl.gov or call 1.866.963.9545.
This position will remain open for a minimum of 5 days after which it will close when a qualified candidate is identified and/or hired.
We accept Word (.doc, .docx), Adobe (unsecured .pdf), Rich Text Format (.rtf), and HTML (.htm, .html) up to 5MB in size. Resumes from third party vendors will not be accepted; these resumes will be deleted and the candidates submitted will not be considered for employment.
If you have trouble applying for a position, please email ORNLRecruiting@ornl.gov.
ORNL is an equal opportunity employer. All qualified applicants, including individuals with disabilities and protected veterans, are encouraged to apply. UT-Battelle is an E-Verify employer.
