Administrative Assistant, Bioresource Science and Engineering

Requisition Id 13042 

Overview:  

We are seeking an Administrative Assistant who will focus on supporting the Laboratory Relationship Manager, for U.S. Department of Energy (DOE) Bioenergy Technologies Office (BETO) as well as the

Bioresource Science & Engineering Group. This position resides in the Biological and Environmental Systems Science Directorate, at Oak Ridge National Laboratory (ORNL).  

As part of our team, you will support the Laboratory Relationship Manager, for U.S. Department of Energy (DOE) Bioenergy Technologies Office (BETO) with calendaring, travel requests, organizing and planning sponsor meetings and events, as well as other administrative duties for the Bioresource Science & Engineering Group. This position will require close collaboration with the Environmental Sciences Division, Associate Lab Director’s office and BETO program offices.

Major Duties/Responsibilities: 

• Manage email and calendar for the Laboratory Relationship Manager of the U.S. Department of Energy (DOE) Bioenergy Technologies Office (BETO).

• Generate to-do lists based on the leadership team's email and calendars.

• Plan, organize, and execute visits, events, and meetings.

• Coordinate business and conference travel arrangements.

• Navigate ORNL systems and perform administrative tasks such as travel coordination, procurement, and meeting scheduling.

• Collaborate with Division Administrative Assistants, the Executive Assistant, and the Administrative Services Manager.

• Maintain confidentiality while handling sensitive information.

• Assist in managing meetings, including scheduling, resource allocation, and broadcasting.

• Support special projects, recruiting, hiring process, and onboarding activities.

• Coordinate visits, including travel arrangements, site access, and agenda management.

• Manage information flow and communications with internal and external contacts.

• Prepare and review written materials in compliance with company policies and guidelines.

• Coordinate onsite visits with DOE Headquarters sponsors, industry partners, and academia.

• Prepare correspondence, fieldwork proposals, and presentation materials according to ORNL guidelines.

• Assist with material procurement, subcontractor management, and inventory management.

• Stay updated on ORNL business rules, procedures, and systems.

• Coordinate domestic and international travel requests and expense settlements.

• Plan and coordinate onsite and offsite meetings, workshops, conferences, and related services.

• Maintain a consistent work schedule during core hours.

• Greet and receive visitors courteously both in person and over the phone.

• Exercise discretion in handling confidential matters.

• Establish and nurture effective working relationships with internal staff members and external contacts.

• Create, implement, and maintain filing systems and databases, ensuring current and accurate records.

• Manage multiple tasks efficiently in a fast-paced environment.

• Prioritize tasks appropriately and adapt to changing deadlines while adhering to DOE directives, standards, and training requirements.

• 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 five to seven years of relevant experience.

• Motivated self-starter with the ability to work independently and to participate creatively in collaborative teams across the laboratory.

• Excellent interpersonal and communications skills (verbal and written) and the ability to interact professionally and tactfully with people at all levels, both within and outside the laboratory.

• Demonstrated organizational skills and initiative.

• Advanced knowledge of Microsoft Office (Teams, Outlook, Word, PowerPoint, Excel, SharePoint, OneNote, and One Drive).

Preferred Qualifications:

• An AS degree and two to four years of relevant experience.

• Highly developed knowledge of ORNL administrative policies, procedures, and internal systems (SAP, PAS, ORNL Time, TravX, ORNL Buy, SBMS, eProp, etc.).

• Ability to function well in a fast-paced research environment, set priorities to accomplish multiple tasks within deadlines, and adapt to ever changing needs.

Visa Sponsorship:

Visa sponsorship is not available for this position.

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.