Division Administrative Assistant, Research Reactors Division

Requisition Id 11156

Overview:

The Neutron Sciences Directorate (NScD) at Oak Ridge National Laboratory (ORNL) operates the High Flux Isotope Reactor (HFIR), the United States' highest flux reactor-based neutron source, and the Spallation Neutron Source (SNS), the world's most intense pulsed accelerator-based neutron source. Together these facilities operate 30 instruments for neutron scattering research, each year carrying out in excess of 1,000 experiments in the physical, chemical, materials, biological and medical sciences. HFIR also provides unique facilities for isotope production and neutron irradiation. To learn more about Neutron Sciences at ORNL go to: http://neutrons.ornl.gov.

NScD is seeking a highly qualified Division Administrative Assistant to provide comprehensive support to the Research Reactors Division Director. The successful candidate will be responsible for performing a full range of office and administrative functions, ensuring smooth operations and efficient coordination within the division. This position offers an opportunity to contribute to cutting-edge research and collaborate with a dynamic team in the field of neutron sciences.

Major Duties/Responsibilities:

Facilitate Communication and Correspondence:

• Assist the Division Director in managing communications, including email requests and actions, ensuring timely responses and appropriate access.
• Maintain and update the Division Director's electronic calendar, ensuring accuracy and efficient scheduling.
• Prepare and review correspondence and written materials in accordance with established policies and procedures.
• Create PowerPoint presentations.

Meeting and Resource Management:

• Support the Division Director in managing meetings, including scheduling conference rooms, coordinating audio-visual resources, and organizing necessary materials.
• Coordinate visitor pass requests and ensure a smooth onboarding process.
• Assist in the recruitment and hiring process, including coordinating interview schedules, site access, and travel arrangements.
• Process travel reservation requests and complete travel expense reports for staff, including conference attendance requests.

Administrative and Organizational Support:

• Process procurement orders based on established guidelines, ensuring compliance and timely delivery of supplies and services.
• Coordinate publication and presentation requests using the RESolution system.
• Plan and organize division events and conferences, overseeing logistics and ensuring their successful execution.
• Maintain and update division organization charts using established software formats.
• Provide backup support to other administrative assistants within the organization as needed.
• Mentor and provide guidance to group administrative assistants, fostering professional growth and development.

Additional Responsibilities:

• Serve as a backup coordinator for HFIR Tour requests, managing arrangements – HFIR login sheets, maintaining tour calendar, and coordinating with tour guides.
• Fulfill the role of Division Security Clearance Coordinator, ensuring compliance with security protocols and procedures.
• Act as the Division Honors and Awards Coordinator, managing nominations and facilitating recognition processes.
• Coordinate Division Service Awards, acknowledging and celebrating employee milestones.
• Serve as the Division Education Coordinator, processing internship requests through the Educational Appointment Request (EAR) system.
• Act as the Division contact for Workplace Substance Abuse Program Testing (WSAP) notifications, ensuring compliance and confidentiality.
• Set priorities appropriately, anticipate needs and requests, and manage changing deadlines effectively.
• 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 and a minimum of seven years of relevant experience. A combination of education and experience may also be considered.
• Excellent interpersonal and communication skills, both verbal and written, with the ability to interact diplomatically and tactfully with individuals at all levels, both within and outside the laboratory.
• Demonstrated initiative, flexibility, and the ability to work flexible schedules to provide consistent support during core hours.
• Strong willingness to learn and adapt to new tasks and responsibilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Adobe Acrobat, and the ability to learn various ORNL internal business systems.

Preferred Qualifications:

• Motivated self-starter with the ability to work independently and contribute effectively within collaborative teams, across the laboratory.
• Comfortable thriving in a fast-paced research environment, with the ability to prioritize tasks and meet deadlines.

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, 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.