OAS Administrative Associate, Temporary

Requisition Id 12586 

Overview:

The Office of Administrative Support (OAS) Program at Oak Ridge National Laboratory (ORNL) is recruiting personnel to contribute to the Laboratory's diverse administrative support requests. OAS plays a vital role in offering temporary administrative support during peak work periods, aiding in vacant positions, and managing leaves of absence. Opportunities span various disciplines, including science, technology, computing, engineering, national security, and other research fields, providing a dynamic environment for administrative professionals to gain exposure to the laboratory's culture.

The Office of Administrative Support is housed within the Human Resources Directorate in the Talent Acquisition Global Mobility Division, with staff collaboratively working across different directorates within the lab.

Major Duties/Responsibilities:

Participants in the program will engage in a comprehensive range of office and administrative functions to support Lab-wide needs, including but not limited to:

• Managing information flow and communications.
• Scheduling and maintaining complex calendars of appointments, meetings, and conferences, with a keen sense of prioritization.
• Coordinating onsite interviews, encompassing conference room bookings, relevant documents, and site access.
• Supporting management and group(s) in daily activities, including gathering/disseminating information, coordinating/organizing activities, and assisting in workload facilitation.
• Assisting with proposal, report, and presentation tasks, involving data gathering, file consolidation, and ensuring consistency in final documentation.
• Coordinating travel arrangements for staff and guests, both domestic and foreign.
• Establishing and managing records systems, ensuring compliance with office procedures and guidelines.
• Handling sensitive and personally identifiable information in accordance with established procedures.
• Providing consistent phone coverage.
• Assisting other administrative support staff as needed with support duties as assigned.
• Aligning behaviors, priorities, and interactions with ORNL's core values of Impact, Integrity, Teamwork, Safety, and Service. Promoting diversity, equity, inclusion, and accessibility by fostering a respectful workplace.

Basic Qualifications:

• High School diploma.
• Excellent interpersonal and communication skills (verbal and written).
• Ability to interact diplomatically and tactfully with individuals at all levels, both within and outside the laboratory.
• Initiative and flexibility to work varying schedules, including shifts starting as early as 7:00 a.m.
• Willingness and ability to learn and perform various tasks, adapting to new assignments.
• Ability to manage multiple tasks in a fast-paced and dynamic environment.
• Experience dealing with various personalities, backgrounds, and ethnicities in a multi-level, multi-disciplinary, scientific environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Candidates selected for an interview will undergo a Microsoft skills assessment.

Preferred Qualifications:

• 2 years of administrative experience preferred.
• Prior experience working in a research facility is advantageous.
• Experience in arranging/coordinating meetings, workshops, conferences, onsite visits, domestic/international travel, Access, and web maintenance tools is a plus.

Please note: The OAS position is classified as ‘casual’ and is not intended to provide long-term employment. After the initial six months, staff are eligible to apply to permanent full-time positions within ORNL. Certain benefits vary from those of regular part-time and full-time status employees. For example, holidays are not paid. Other limitations apply. Upon invitation to interview, be sure to ask your recruiter for details.

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.