Division Administrative Assistant, Chemical Sciences Division

Requisition Id 12886 

Purpose:   The incumbent will assume responsibility for performing a wide range of administrative functions in support of the Division Director of the Chemical Sciences Division (CSD) in the Physical Sciences Directorate (PSD) at Oak Ridge National Laboratory (ORNL), the business needs of CSD, and the programmatic needs of the DOE Basic Energy Sciences Chemical Sciences, Geosciences, and Biosciences Programs at ORNL. 

Major Duties/Responsibilities: 

• Assumes responsibility and takes initiative for performing a full range of administrative duties, which include email, records management, information collection, preparation, review and distribution, and other assigned tasks. Reviews emails and prioritizes action of the Division Director or distributes to others for action as necessary. Follows up on action items. Assumes significant responsibility for office management and performs administrative duties as assigned
• Schedules appointments and maintains electronic calendars such as Outlook; establishes priorities and resolves scheduling conflicts of personnel, conference rooms, vehicles, and other resources.  Handles incoming telephone, walk-ins, and correspondence in a responsive and courteous manner; initiates calls to obtain, verify, and exchange information and disseminates information as appropriate or refers to others. Serves as first point of support for building conference room to include assisting with set up and establishing computer-to-display connections as needed for presentations
• Maintains office atmosphere in a professional manner, receives, and assists visitors; establishes and maintains effective working relationships with internal and external contacts
• Prepares a variety of correspondence, reports, and presentation materials via various computer software packages (primarily Microsoft Office). Assures that reports, presentations, and correspondence are grammatically correct and conforms to appropriate standards and contains authorized signatures; this may include more complex technical reports, publications, proposals, visuals, and brochures with supplemental photos, drawings, and sketches
• Prepares PowerPoint presentations for meetings and summaries from written or verbal information
• Support the DOE Basic Energy Science, Chemical Sciences, Geosciences and Biosciences Program Manager in preparation and submission of review documents, proposals, field work proposalss, quarterly reports, highlights and any other requested information. Coordinates and arranges onsite reviews
• Collects supporting data in preparation for meetings, presentations, and projects. Reviews, annotates, and highlights letters, reports, and other correspondence and attaches associated relevant data. Refers to others for action or may compose suggested response
• Attends supervisor’s staff meetings and prepares minutes
• Coordinates and prepares domestic and international travel requests including reservations, visas, conference registration, transportation, and expense settlements
• Independently makes administrative decisions and judgments within realm of responsibility and authority, using tact and discretion and takes action, as authorized, during supervisor’s absence to ensure requests for action/information are addressed in a timely manner.
• Resource and expert for the Division on ORNL administrative policies, procedures, and business rules and preparation of electronic forms utilizing ORNL Administrative Systems
• Plans and coordinates on- and off-site meetings, workshops, conferences, informational meetings, and schedules facilities, refreshments, transportation, and related services, assists in communication with attendees and coordinates with the conference planning office and follows all the business rules
• Demonstrates excellent verbal, written, and interpersonal communication skills
• Maintains strong commitment to the implementation and perpetuation of values and ethics

Basic Qualifications: 

• High School diploma with 7-10 years of relevant administrative support experience, or an AS Degree and 5-7 years of relevant experience.  

• Preferred Qualifications: 
• A basic knowledge of BES (Basic Energy Science) reporting and record keeping.
• A high degree of expertise and job dedication in office functions, administrative work, organization, and time management gained through experience in prior positions.

• Superior working knowledge and expertise of ORNL administrative policies and procedures, business rules, and ORNL Administrative Systems, including SAP, ORNL Buy, PAS, PADS, E-Prop, ePlan, UCAMS, PALS, Travel, etc. is required. 
• Possess excellent interpersonal, oral and written communication skills and maintains professionalism in a demanding environment. 
• Possess the ability to maintain a consistent work schedule during core hours to meet needs of staff and have the ability to work after normal hours to meet deadlines or support meetings.  
• Proficiency on PC (and ideally Mac) software packages including Microsoft Office (which includes Word, PowerPoint, Excel, and Access) and Adobe Acrobat software required. 
• Proven ability to function well in a fast-paced environment where the deadline must be met and interact and work with other employees and visitors at all levels.  
• Ability to find creative solutions to problems

Visa Sponsorship:

Visa sponsorship is not available for this position.

HSPD-12 PIV badge: 

This position requires the ability to obtain and maintain an HSPD-12 PIV badge.

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.