Administrative Assistant, Energy Science & Technology Directorate

Requisition Id 13024 

Overview:

The Energy and Science Technology Directorate (ESTD) is seeking to hire a highly qualified Administrative Assistant who will support our research and development staff. These roles will be responsible for supporting the efficiency and effectiveness of these areas by assuming and executing administrative and operations team support tasks and projects, coordinating with other Administrative Assistants within the Directorate and across the laboratory, and engaging with colleagues, partners, and directorate leadership in a positive, professional, and diplomatic manner.

Major Duties/Responsibilities:

Under supervision of the Directorate’s Administrative Services Manager, these positions are responsible for performing a wide variety of support functions including:

• Primary Administrative Support for ESTD research and development staff and back up to peer colleagues across the directorate.
• Maintain a consistent work schedule during core hours; maintain professional office atmosphere.
• Possesses excellent interpersonal communication skills, ability to communicate recommendations for improvements/change to office procedures and work methods.
• Establish and maintain effective working relationships with internal staff members and external contacts.
• Lifecycle tracking on actions/responses to ensure timely completion on assigned projects.
• Competent use of MS Office and other systems to manage schedules/meetings for assigned ESTD staff.
• Prepare and manage communications; create/retrieve reports, meeting notes, presentations, and announcements; ensuring accuracy, grammar, and format per ORNL policy and guidelines.
• Coordinate meeting scheduling, including establishing scheduling priorities, resolving staff schedule conflicts, location availability, and other applicable resources.
• Plan and coordinate on-site and off-site meetings, workshops, conferences, and related services.
• Prepare travel requests, including reservations, conference registration, transportation, and expense settlement according to ORNL guidelines.
• Maintain discretion with confidential matters.
• Create requisitions and purchase orders utilizing established ORNL guidelines.
• Assist with special projects and assignments as needed.

 Basic Qualifications:

•  High school diploma and a minimum of 2-4 years of relevant administrative support experience, or an equivalent combination of education, training, and experience required.
• Excellent interpersonal and communications skills (verbal and written) and the ability to interact diplomatically and tactfully with colleagues at all levels, both within and outside the laboratory.
• The ability to maintain a consistent work schedule during core hours to meet the needs of staff.

Preferred Qualifications:

•  Full knowledge of ORNL administrative policies and procedures and familiarity with or the ability to learn ORNL Administrative Systems.
• Experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), SAP, Success Factors, ORNL Buy, and Adobe Acrobat and the ability to learn various ORNL internal business systems.
• Ability to function well in a fast-paced research environment, set priorities to accomplish multiple tasks within deadlines, and adapt to ever-changing needs while working with leadership staff.
• Motivated self-starter with the ability to work independently and to participate creatively in collaborative teams.

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.