Requisition Id 10580

Overview:

The Laboratory Protection Division (LPD) of the Facilities and Operations Directorate (F&O) at the Oak Ridge National Laboratory (ORNL) seeks to hire an Administrative Assistant to support multiple groups within LPD. In collaboration with other support staff, this position provides duties for two team leaders (Laboratory Shift Superintendent and Emergency Management) and support personnel. The personnel assigned to these groups have a wide range of responsibilities to ORNL, sponsors, and external collaborators that require frequent coordination and interaction. This position will report to the Laboratory Shift Superintendent and Emergency Management Team Leaders.

Major Duties/Responsibilities:

Under general supervision, the Administrative Assistant is responsible for performing a full range of administrative functions in support of business needs to relieve the team leads and staff members of administrative details. The position requires arranging travel for staff, providing consistent phone coverage, maintaining a professional office atmosphere, and preparing purchase requisitions to request materials and services.

Functions include:

• Managing information flow and communications with external and internal contacts.
• Preparing and editing various written materials, including large documents, emergency plans, procedures, and official correspondence, according to company policy and guidelines.
• Establishing and managing records systems assuring compliance with office procedures and guidelines - maintain filing systems and databases as required
• Provide backup support to the Division Administrative Assistant.
• Setting priorities and resolving scheduling of personnel, conference rooms, and other resources.

• Act, as authorized, during the supervisor’s absence to ensure requests are relayed to the appropriate personnel.
• Work with sensitive information and strict need-to-know requirements.
• Develop presentations and summaries from written or verbal information.
• Support management and group(s) in daily matters to gather/disseminate information.
• Assist with proposal processes, reports, and presentation tasks, including gathering data, combining multiple files, and ensuring consistency in final documentation(s). Prepare a variety of written materials, numeric reports, and presentations.
• 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:

• High School diploma with 2-4 years of related experience, or Associate’s degree and 2 years of related experience.
• Proficiency in office computer systems and software applications (Microsoft Office Suite experience preferred)

• Must have a thorough working knowledge of administrative policies and procedures; exceptionalhuman relations and communications skills, both verbal and written.
• Proficiency in, but not limited to, word processing, presentations, spreadsheets, databases, flowcharting, general office procedures, grammar, punctuation, and spelling.

Preferred Qualifications:

• Professional demeanor and presence (internal and external) to promote a business-like environment.
• Demonstrate initiative and work a flexible schedule to maintain consistent support during core hours.
• Ability to set priorities appropriately to accomplish multiple tasks to meet deadlines.
• Exhibit a willingness and ability to learn/perform various tasks as new assignments are delegated.
• Capability to work on multiple tasks in a limited time, often within a fast-paced and dynamic environment.
• Experience dealing with various personalities, backgrounds, and ethnicities in multi-level, multi-disciplinary, scientific environments.
• Proficiency in scheduling and maintaining complex calendar(s) of appointments, meetings, and conferences while determining scheduling priorities.
• Experience utilizing various online communication tools such as SAP, PAS, PALS, PTS TRAVx, ePROP, ePlan, UCAMS, Facility Service Center, Ariba, and Conference Planning Tool.

Q or L clearance: This position requires the ability to obtain and maintain a clearance from the Department of Energy. As such, this position is a Workplace Substance Abuse (WSAP) testing designated position. WSAP positions require passing a pre-placement drug test and participation in an ongoing random drug testing program.

For more information about our benefits, working here, and living here, visit the “About” tab at jobs.ornl.gov.

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 ORNLRecruiting@ornl.gov.

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.