Division Administrative Assistant, Buildings & Transportation Sciences Division

Requisition Id 13746

Overview :

We are seeking a Division Administrative Assistant who will provide logistical and administrative support to the Buildings and Transportation Sciences Division in the Energy Science and Technology Directorate at Oak Ridge National Laboratory.

This role will support approximately 150 people including a division director and multiple section heads and group leaders.

Major Duties / Responsibilities :

With limited supervision, this position is responsible for effective management of the division office and for performing a wide variety of administrative functions, including :

Maintain the division director’s calendar by arranging meetings, sending Outlook invitations, scheduling resources (conference rooms, audio / visual support, vehicles), and resolving scheduling conflicts

Manage division approval workflows; review all signature items for accuracy and completeness and request revisions as necessary

Prepare correspondence and other written materials according to ORNL guidelines

Create requisitions and purchase orders according to ORNL guidelines in support of division activities

Prepare domestic and international travel requests including reservations, conference registration, transportation, expense settlements, and visas according to ORNL guidelines

Coordinate on-site and off-site meetings, workshops, conferences, and other events; schedule facilities, refreshments, transportation, and related services;

communicate with attendees; coordinate with ORNL conference office as needed

Assist division director in coordinating visits and interviews, including coordinating site access, setting and managing agendas, and supporting travel planning

Act as authorized during division director’s absence to ensure requests for action or information are relayed to appropriate delegates in a timely manner

Maintain a working knowledge of ORNL business rules, procedures, and systems

Serve as a resource and mentor for administrative support staff across the division

Assist administrative services manager with coordination of division administrative support staff, including workload monitoring, screening and interviewing candidates, and training of less experienced administrative staff

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

Establish and maintain effective working relationships with internal staff members and external contacts

Maintain a professional office atmosphere; greet and receive visitors (in person and over the phone) in a professional, courteous manner

Assist with special projects and assignments as needed (note : occasional overtime may be required)

Demonstrate a commitment to ORNL’s core values and the UT-Battelle Code of Business Ethics and Conduct.

Basic Qualifications :

A High School diploma with a minimum of seven years of relevant office management and administrative support experience at a senior level similar in nature to this position;

or an associate’s or bachelor’s degree with a minimum of five years of relevant administrative support experience; or an equivalent combination of education, training, and experience

Expertise in office functions, administrative work, organization, and time management gained through experience in prior positions

Excellent written and oral communication skills

Ability to maintain a consistent work schedule during core hours to meet needs of staff and willingness to occasionally work after normal hours to meet deadlines or support events

Proficiency in automated office tools such as Microsoft Office (Outlook, Word, PowerPoint, Excel, and Teams), Adobe Acrobat, videoconferencing, and similar applications

Ability to both 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

Ability to maintain professionalism and confidentiality in a demanding environment

Preferred Qualifications :

A bachelor’s degree with a minimum of five years of relevant administrative support experience

Knowledge of ORNL administrative policies and procedures

Familiarity with ORNL administrative systems including SAP, Personnel Access System, ORNL Buy, Success Factors, ORNL Time / PALS, Travel, Resolution Proposals, Resolution Publications, E-Prop, Clearance Tracker, Classified Visits, etc.

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 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 [email protected].

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.