Administrative Assistant, Research Accelerator Division

Requisition Id 12757 

This position is located on-site at our facility in Oak Ridge, Tennessee.

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.  NScD seeks to answer big science questions about the fundamental nature of materials at the atomic scale.  By answering big science questions, neutrons help spur innovations that improve our daily lives: more powerful computers, more effective drugs, longer lasting batteries, and improved armor for the military.

To learn more about Neutron Sciences at ORNL go to: http://neutrons.ornl.gov.

We are seeking an administrative assistant who will provide support to the Operations, Integration & Maintenance Section, Cooling Systems Group, and Target Systems Group, all in the Research Accelerator Division (RAD), within NScD at ORNL. 

Major Duties/Responsibilities:

• Division Training Officer: Serve as the primary point of contact for training and qualification matters, including identifying staff training requirements, monitoring training status, coordinating participation in training events, managing training information flow, and maintaining division training records.
• Recruitment Support: Assist managers with the recruitment and hiring process, including coordinating interview schedules, site access, and onboarding procedures.
• Procurement Assistance: Create requisitions and purchase orders in adherence to ORNL guidelines.
• Meeting Management: Aid in managing meetings by prioritizing tasks and resolving scheduling conflicts for personnel, conference rooms, and resources.
• Visitor Coordination: Coordinate visits, including travel arrangements, site access, and agenda management for seminars and meetings.
• Communication Management: Assist in managing communications by promptly responding to email requests and facilitating information flow within and outside the division.
• Document Preparation: Prepare and review various written materials in accordance with company policies.
• Travel Coordination: Coordinate domestic and international travel requests, including reservations, transportation, and expense settlements.
• Event Planning: Plan and coordinate on-site and off-site meetings, workshops, and conferences, ensuring seamless execution.
• Office Management: Maintain a professional office atmosphere, greet visitors courteously, and handle confidential matters with discretion.
• Relationship Building: Establish and maintain effective working relationships with internal staff and external contacts.
• Data Management: Create, implement, and maintain filing systems and databases using SharePoint.
• Time Management: Work on multiple tasks in a fast-paced environment, set priorities, and meet changing deadlines.
• Special Projects: Assist with special projects and assignments as needed.

Basic Qualifications:

• High school diploma and 2-4 years of relevant administrative support experience, or equivalent combination of education, training, and experience.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat, with the ability to learn various ORNL internal business systems.
• Excellent interpersonal and communication skills, both verbal and written, with the ability to interact diplomatically at all levels.
• Ability to maintain a consistent work schedule during core hours to meet the needs of staff.

Preferred Qualifications:

• Working knowledge of administrative policies and procedures, and familiarity with ORNL Administrative Systems.
• Ability to thrive in a fast-paced research environment, prioritize tasks, and adapt to changing needs.
• Motivated self-starter with the ability to work independently and collaborate effectively within 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.