Senior Administrative Assistant to the Office of Research Education

Requisition Id 12378

Overview:

Oak Ridge National Laboratory (ORNL) delivers scientific discoveries and technical breakthroughs needed to realize solutions in energy and national security and provide economic benefit to the nation. Our wide range of partnerships with other US Department of Energy (DOE) laboratories and programs, universities, and industry allows us to pair our strengths with others for outstanding contributions to science and accelerate the delivery of solutions to the marketplace The Office of Research Education (ORE) at Oak Ridge National Laboratory seeks to hire a Senior Administrative Assistant. In this position you will assume substantial responsibility for performing a wide range of administrative functions and project assistant activities for the organization.

Major Duties/Responsibilities:

• Primary point-of-contact (POC) for all administrative support requests and coordination, including anticipating the needs of team members based on current priorities and upcoming events, including but not limited to; manage ORE director’s inbox and calendar; schedule and coordinate room reservations and site access; manage all ORE events (internal and external facing); manage information flow among event stakeholders; facilitate travel requests and coordination, schedule A/V, photography; manage ORE website, and track budgetary items across the FY.

• Provide day-to-day support to the project and/or program; recommend new methods for accomplishing tasks.

• Manage internal and external communications for ORE director, maintain relationships with key stakeholders in and outside of the lab, ensuring shared understanding of current priorities and deliverables and establishing accountability mechanisms to mitigate risks associated with each relationship.

• Assist the ORE Director with growth of the ORE team, to include pulling together job descriptions, scheduling and participating in interviewing, assisting with onboarding, training, and material resource allocation for new team members.

• Act as event coordinator for all ORE events: working with attendees and event support for the entirety of the event, mitigate risks associated with near-term event planning, and execute and foster ORE’s professional reputation both inside and outside of the lab.

• Provide a clear and cohesive picture of ongoing operations to the ORE director to enable split-second decision-making and keep the long-term objectives on-track.

• Responsible for additional support and coordination to the team to ensure milestones are met and timelines are adhered to.

• Determine priorities for ORE’s administrative staff and ensure team members’ actions are aligned with the ORE director’s vision as priorities and tasks change rapidly in a dynamic environment.

• Serve as project assistant for ORE director, taking on highly complex tasks and determining the most appropriate pathway to plan, coordinate, and execute the director’s intent to meet the desired end state.

• Maintain a consistent, reliable work schedule during core hours to meet needs of staff.

• Maintain a professional office atmosphere; greet and receive visitors (in person and over the phone) in a professional, courteous manner. Exercise discretion with confidential matters.

• Create, implement, and maintain filing systems and databases as required, and keep filing current for the group using SharePoint or Confluence.

• Work on multiple tasks in a limited amount of time in a fast-paced environment.

• Create requisitions and purchase orders based on appropriate ORNL guidelines.

• 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 7-10 years of relevant experience, or an associate degree and 5-7 years of relevant experience.
• Strong communications skills, with the ability to successfully interact with research staff and laboratory management.
• Intermediate use of Microsoft Excel and working knowledge of SAP or other financial software.
• Ability to work self-sufficiently with monitoring for project and task completion.

Preferred Qualifications:

• Experience working with the Office of the Laboratory Director, high level leadership, engineers, and scientists
• Understanding of financial budgeting, tracking, forecasting
• Capable of advanced Excel and SAP queries
• Training and/or certification in project management
• Ability to learn new software skills effectively (PowerBI, RESolution)

Visa Sponsorship:

Visa sponsorship is not available for this position

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: Prescription Drug Plan, Dental Plan, Vision Plan, 401(k) Retirement Plan, Contributory Pension Plan, Life Insurance, Pet 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.

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.