Administrative Assistant, Isotope Science and Engineering Directorate

Requisition Id 12750 

Overview:  

We are seeking an Administrative Assistant who will support the Isotope Science and Engineering Directorate at Oak Ridge National Laboratory (ORNL).  

As a U.S. Department of Energy (DOE) Office of Science national laboratory, ORNL has an extraordinary 80-year history of solving the nation’s biggest problems. We have a dedicated and creative staff of over 6,000 people! Our vision for diversity, equity, inclusion, and accessibility (DEIA) is to cultivate an environment and practices that foster diversity in ideas and in the people across the organization, as well as to ensure ORNL is recognized as a workplace of choice. These elements are critical for enabling the execution of ORNL’s broader mission to accelerate scientific discoveries and their translation into energy, environment, and security solutions for the nation.

Major Duties/Responsibilities: 

• Standard Administrative Functions: Execute standard administrative functions efficiently, work on multiple tasks in a limited amount of time in a fast-paced environment. Set priorities appropriately, anticipate needs and requests, and be able to meet changing deadlines.
• Calendar and Schedule Management: Effectively schedule and maintain intricate calendars for appointments, meetings, interviews, and conferences, while skillfully prioritizing scheduling demands. Manage information flow and communications with external and internal contacts.
• Recruiting Support: Assist the manager with the recruiting and hiring process, including coordination of interview schedules, site access and onboarding.
• Procurement: Generate requisitions and purchase orders based on appropriate ORNL guidelines.
• Travel Coordination: Coordinate and prepare domestic and international travel requests, including reservations, conference registration, transportation, and expense settlement according to ORNL guidelines.
• Event Planning: Facilitate the planning and coordination of on-site and off-site events, such as meetings, workshops, and conferences, meticulously managing all logistical details.
• Visitor Coordination: Coordinate visits, including travel arrangements in adherence to ORNL guidelines, site access, and the seamless orchestration of agendas and seminars.
• Team Collaboration: Maintain a consistent, reliable work schedule during core hours to meet needs of staff. Collaborate closely with other administrative support staff, assisting as necessary with designated support duties to promote a cohesive work environment. Establish and maintain effective working relationships with internal staff members and external contacts.
• Document Preparation: Prepare and review a variety of written materials per company policy and guidelines, maintaining a high standard of quality. Manage communications through access and response to email requests actions.
• Confidentiality: Handle sensitive and personally identifiable information discreetly, adhering to established procedures to maintain data security.
• Professional Reception: Create and maintain a professional office atmosphere; greet and receive visitors (in person and over the phone) in a professional, courteous manner.
• Compliance Oversight: Maintain DOE directives/standards and training requirements. Uphold adherence to office procedures and guidelines, ensuring consistent compliance across all activities.
• Special Projects: Actively participate in and support special projects and assignments as required to contribute to the Directorate's success.
• Core Values: 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 with a minimum of 2 years of relevant office management and/or administrative support experience.
• Excellent interpersonal, written, and oral communication skills.
• Working knowledge of Microsoft Office (Teams, Outlook, Word, PowerPoint, Excel, SharePoint, OneNote, and One Drive).

Preferred Qualifications:

• Motivated self-starter with the ability to work independently and to participate creatively in collaborative teams across the laboratory.
• Ability to function well in a fast-paced research environment, set priorities to accomplish multiple tasks within deadlines, and adapt to ever changing needs.
• Working knowledge of ORNL administrative policies, procedures, and internal systems (SAP, PAS, ORNL Time, TravX, ORNL Buy, SBMS, eProp, etc.).

Special Requirements:

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.