Administrative Associate 1

Overview:

APPOINTMENT TYPE: Full-Time Regular (FTR)

LOCATION: Oak Ridge, TN (Hybrid)

SALARY RANGE: $25.13 - $34.96

Purpose:

To provide direct support to the Chief Human Resources Officer (CHRO) and Human Resources (HR) Leadership Team in planning, coordination, administration, and execution of activities to include administrative support, budget preparation and monitoring, policies, communications, compliance, reporting requirements, and researching and completing projects. To work with HR leadership to coordinate activities, initiatives, and actions for HR. To provide a variety of coordination functions in support of the HR office operations.

Responsibilities:

CHRO and HR Leadership Support:

Administrative support: Assists the CHRO and HR leadership with day-to-day activities, such as maintaining calendars, coordinating meetings, preparing agendas, developing presentations, communicating updates to HR staff, completing P-card purchases, setting up and maintaining electronic file systems, coordinating delegations, managing travel including booking and expense reporting, etc.
Budget Administration: Assists the CHRO and HR leadership with development of HR annual budgets. Assists the CHRO with establishing and tracking the annual discretionary budget. Runs monthly budget reports and assists HR leadership with budget tracking and monitoring. Works with HR leadership and Financial Analyst to resolve discrepancies.
Department of Energy (DOE) Correspondence: Maintains DOE correspondence file, to include Attachment A and Section H of the Oak Ridge Institute for Science and Education (ORISE) Contract. Maintains letter template and list of DOE contacts. Coordinates DOE meetings. Keeps DOE meeting minutes.
Special Projects and Process Improvements: Performs special projects for CHRO and HR Leadership to evaluate HR processes to improve workflow, simplify reporting procedures or implement cost reductions. Analyzes operating practices and prepares reports including conclusions and recommendations for solutions of administrative problems. Researches a variety of subject matters and provides leadership with analyses and conclusions.

HR Central Operations:

Serves as central coordinator for functions that support the entire HR team, and/or works as an organizational representative on behalf of HR:
- Active Risk Management System (ARMS) coordinator
- Records Inventory and Disposal Schedule (RIDS) coordinator
- Site Safety Representative
- Continuity of Operations Planning (COOP) coordinator
- Purchasing coordinator, establishing requisitions, submitting invoices for payment, etc.
- Supply coordinator
- Telecommunications coordinator
- Property center representative
- Security Working Group representative
- Facilities building representative and key liaison
- Travel coordinator
Leads the HR Social Committee, responsible for planning and coordinating HR staff functions and social events.
Provides general administrative support for centralized HR functions.
Serves on additional organization wide teams on behalf of HR as requested.

Policies and Compliance

Participates in the formulation of operating policies and procedures.
Tracks all policies and coordinates with policy authors to ensure policies are completed according to deadline.
Reviews, formats, prepares, and submits policies.
Coordinates and participates in policy review meetings.
Tracks new laws and regulations for posting requirements. Updates and maintains ORAU bulletin boards and internal website to ensure compliance.
Tracks all HR required trainings and works with training Subject Matter Expert (SME) to ensure they are completed by deadline and rolled out to organization.
Tracks DOE required reporting and follows up with SMEs to ensure DOE reports are submitted by the required deadline. Provides completion results to ORISE Business Office reporting liaison.

General HR Support

Performs support and backup in other areas of HR as needed.
Performs other duties as assigned.

Qualifications:

Bachelor's degree in business, scientific, technical, education or related field and 0-2 years’ of job-related experience. An equivalent combination of education and experience performing duties as described may be substituted for the minimum requirements.

Must possess excellent Microsoft Office Suite skills to include Word, Excel, PowerPoint, and Outlook. Must have excellent communication (oral & written), administrative coordination, interpersonal skills, and good judgment. Must be able to work effectively both independently and on teams; be detailed and deadline oriented; and handle disruptions calmly. Must be able to maintain confidentiality. Must have ability to think creatively, analyze and solve problems effectively, and handle multiple projects. Experience in planning and performing high-level administrative support tasks preferred. Working knowledge of Oracle preferred.

The candidate’s starting salary will be determined upon hire and ORAU will use salary survey data, internal comparators, and the candidate’s qualifications to determine salary.

TOTAL REWARDS

ORAU has a strategic approach to providing total rewards to employees through a fair, equitable, and competitive total compensation package. The goal of our total rewards system is to integrate compensation, benefits, work-life balance, performance, recognition, development, and career opportunities to attract, engage, and retain the talent required to achieve ORAU’s business objectives. The benefit component of our total rewards program supports business goals by offering the following benefits based on employee eligibility:

Legally required benefits
Group Health insurance including: Medical, Prescription, Dental, and Vision
Retirement plan contribution matching
Disability insurance
Group life insurance
Travel Accident Insurance
Section 125 reimbursement accounts
Other voluntary employee paid benefit and insurance offerings

The ORAU total reward package also promotes work-life balance. Mindful of the need for employees to care for themselves and their families, ORAU offers the following additional work-life benefits based on employee eligibility:

Telework
Paid Time Off (PTO)
Paid Holidays
Flexible work schedules or compressed work weeks
Occupational Health and Wellness Programs
Employee Assistance Program

By ORAU

ORAU provides innovative scientific and technical solutions to advance research and education, protect public health and the environment and strengthen national security. Through specialized teams of experts, unique laboratory capabilities and acc...

25 jobs

FUNDING

Public

INDUSTRY

Grantmaking & Charitable Foundations

TEAM SIZE

501-1000

LOCATION

Hybrid, based in Oak Ridge, TN

DATE POSTED

July 24, 2023