Administrative Assistant, Biological and Environmental Systems Science Directorate

Requisition Id 10849

Overview:

We are seeking an Administrative Assistant who will support the Biological and Environmental Systems Science Directorate at Oak Ridge National Laboratory (ORNL).

Major Duties/Responsibilities:

• Assist managers in managing communications through access and response to email requests and actions.
• Assist in managing meetings, including establishing priorities and resolving the scheduling of personnel, conference rooms, vehicles, and other resources. Assist in scheduling lecture and seminar series, including broadcasting meetings to interested parties.
• Assist with special projects and assignments as needed.
• Assist the manager with the recruiting and hiring process, including coordinating interview schedules, site access, and onboarding.
• Assist managers and staff in coordinating visits, including coordinating travel according to ORNL guidelines, coordinating site access, and setting and managing agendas and seminars.
• Manage information flow and communications with external and internal contacts, including setting up meetings and group calendar invitations.
• Prepare and review a variety of written materials per company policy and guidelines.
• Plan and coordinate onsite visits with Department of Energy (DOE) headquarters sponsors, industry, and academia. Enter visitors in Personnel Access System (PAS), prepare agendas, reserve rooms, and arrange tours.
• Prepare correspondence, Field Work Proposals, and other presentation materials according to ORNL Guidelines and via Microsoft Office software packages, route accordingly.
• Prepare material and subcontractor procurements; gather quotes from vendors. Create requisitions and purchase orders based on appropriate ORNL guidelines.
• Provide assistance with material shipments and inventory management.
• Keep current on ORNL business rules, procedures, and systems.
• Coordinate and prepare domestic and international travel requests, including reservations, conference registration, transportation, and expense settlement, according to ORNL guidelines.
• Plan and coordinate on-site and off-site meetings, workshops, conferences, and related services.
• Maintain a consistent, reliable work schedule during core hours to meet the needs of staff. This is a work-on-campus position.
• 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.
• Establish and maintain effective working relationships with internal staff members and external contacts. Create, implement, and maintain filing systems and databases as required, and keep filing current for the group using SharePoint or Confluence.
• Accurately 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. Maintain DOE directives/standards and training requirements.

Basic Qualifications:

• A high school diploma and at least two years of experience.
• Proficient in 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, diverse research environment, set priorities to accomplish multiple tasks within deadlines, and adapt to ever-changing needs.

Preferred Qualifications:

• Four years of relevant administrative experience.
• Associate or Bachelor’s degree in business, communications, or a relevant field is preferred.

• Excellent interpersonal, written, and oral communication skills.
• Working knowledge of administrative policies and procedures; familiarity with or ability to learn ORNL Administrative Systems.

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.