AddressRequisition Id 12350
Overview:
We are seeking an Administrative Assistant who will support the Isotope Science and Engineering Directorate at Oak Ridge National Laboratory (ORNL).
Major Duties/Responsibilities:
- Standard Administrative Functions: Execute standard administrative functions efficiently,work on multiple tasks in a limited amount of time in a fast-paced environment. Set priorities appropriately, anticipate needs and requests, and be able to meet changing deadlines.
- Calendar and Schedule Management: Effectively schedule and maintain intricate calendars for appointments, meetings, interviews, and conferences, while skillfully prioritizing scheduling demands. Manage information flow and communications with external and internal contacts.
- Recruiting Support: Assist the manager with the recruiting and hiring process, including coordination of interview schedules, site access and onboarding.
- Procurement: Generate requisitions and purchase orders based on appropriate ORNL guidelines.
- Travel Coordination: Coordinate and prepare domestic and international travel requests, including reservations, conference registration, transportation, and expense settlement according to ORNL guidelines.
- 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.
- Visitor Coordination: Coordinate visits, including travel arrangements in adherence to ORNL guidelines, site access, and the seamless orchestration of agendas and seminars.
- Team Collaboration: Maintain a consistent, reliable work schedule during core hours to meet needs of staff. Collaborate closely with other administrative support staff, assisting as necessary with designated support duties to promote a cohesive work environment. Establish and maintain effective working relationships with internal staff members and external contacts.
- Document Preparation: Prepare and review a variety of written materials per company policy and guidelines, maintaining a high standard of quality. Manage communications through access and response to email requests actions.
- Confidentiality: Handle sensitive and personally identifiable information discreetly, adhering to established procedures to maintain data security.
- Professional Reception: Create and maintain a professional office atmosphere; greet and receive visitors (in person and over the phone) in a professional, courteous manner.
- Compliance Oversight: Maintain DOE directives/standards and training requirements. Uphold adherence to office procedures and guidelines, ensuring consistent compliance across all activities.
- Special Projects: Actively participate in and support special projects and assignments as required to contribute to the Directorate's success.
- 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 with a minimum of 2 years of relevant office management and/or administrative support experience.
- Excellent interpersonal, written, and oral communication skills.
- Working knowledge of Microsoft Office (Teams, Outlook, Word, PowerPoint, Excel, SharePoint, OneNote, and One Drive).
Preferred Qualifications:
- 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.
- Working knowledge of ORNL administrative policies, procedures, and internal systems (SAP, PAS, ORNL Time, TravX, ORNL Buy, SBMS, eProp, etc.).
Special Requirements:
Q clearance: This position requires the ability to obtain and maintain a clearance from the Department of Energy. As such, this position is a Workplace Substance Abuse (WSAP) testing designated position. WSAP positions require passing a pre-placement drug test and participation in an ongoing random drug testing program.
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.
