Administrative Assistant, Computing & Computational Sciences Directorate

Requisition Id 11167

Overview:

The Computing & Computational Sciences Directorate at Oak Ridge National Laboratory (ORNL) seeks to hire an administrative assistant to support groups within the Computer Science and Mathematics Division (CSMD). This position will have a range of responsibilities to ORNL, sponsors, and external collaborators that require frequent coordination and interaction, and a courteous and professional demeanor. This position will report to the CCSD Administrative Services Coordinator.

Major Duties/Responsibilities:

The selected candidate will perform a full range of office/administrative functions supporting directorate-wide needs. This assignment may require the candidate to:

• Manage information flow and communications.
• Schedule and maintain complex calendar(s) of appointments, meetings, and conferences, while determining scheduling priorities.
• Plan visits for sponsors, external collaborators, and interview candidates virtually and/or in-person.
• Plan, schedule, support, and close-out interviews in support of our recruitment efforts.
• Coordinate sensitive project calls requested by the User Access, Outreach, and Communication groups.
• Support management and group(s) in daily matters to gather/disseminate information.
• Provide an extensive amount of subcontract and procurement support for CSMD.
• Coordinate/organize activities and assist in the facilitation of major lab-level deliverables.
• Assist with proposal process, report, and presentation tasks to include gathering data, combining multiple files, and ensuring consistency in final documentation(s). Prepare a variety of written materials, numeric reports, and presentations.
• Coordinate PAS requests in support of interviews, as well as equipment installation and maintenance.
• Establish and manage records systems.
• Assure compliance with office procedures and guidelines.
• Handle sensitive and personally identifiable information according to established procedures.
• Provide consistent phone coverage.
• Provide support to division office during absences of division administrative assistant.
• Assist other administrative support staff as needed with support duties as assigned.
• Work effectively with other section and division personnel.
• 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:

The position requires a minimum of two years of administrative experience and a High School diploma. Participants must have excellent interpersonal, communications skills (verbal and written), and the ability to interact diplomatically and tactfully with people at all levels, both within and outside the laboratory.

The successful candidate must also:

• Demonstrate initiative and can work flexible work schedules to maintain consistent support during core hours.
• Exhibit a willingness and ability to learn/perform various tasks, as new assignments are delegated.
• Work on multiple tasks in a limited amount of time, often within a fast-paced and dynamic environment. Exhibit concern for others and have experience dealing with various personalities, backgrounds, and ethnicities in a multi-level, multi-disciplinary, scientific environment.
• Administrative support requires proficiency in the following software systems: Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat and the ability to learn various ORNL internal business systems.

Preferred Qualifications:

Applicants with prior experience working in a research facility will be given further consideration. In addition, experience arranging/coordinating meetings, workshops, conferences, onsite visits, and domestic/international travel. Experience with ORNL business systems preferred.

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.