Administrative Assistant

Requisition Id15791

This is an evergreen position. We are continually reviewing applications to fill potential openings as they arise. Apply today to be part of our dynamic environment.

Overview:

We are seeking Administrative Assistants to join Oak Ridge National Laboratory, providing administrative support to science and operations organizations.

Major Duties/Responsibilities:

• Information and Communication Management: Efficiently manage information flow and communications, ensuring alignment with the Division Administrative Assistant and other administrative staff.
• Professional Office Ambiance: Maintain a professional and welcoming office atmosphere, greeting visitors courteously in person or via phone.
• Calendar Management: Schedule and manage complex calendars, prioritizing appointments, meetings, and conferences.
• Visit Coordination: Organize visits, including travel arrangements, site access, and agenda management in compliance with ORNL guidelines.
• Recruitment and Onboarding Support: Coordinate interview schedules, site access, and onboarding activities.
• Travel and Expense Management: Arrange domestic and international travel, including reservations, conference registrations, and expense settlement, following ORNL policies.
• Technical Documentation: Format and prepare technical documents, correspondence, and reports with accuracy and professionalism. Conduct grammatical checks, proofread materials, and ensure compliance with organizational standards, requiring exceptional attention to detail.
• Process Coordination: Oversee key division processes, such as telecommunications coordination, the dosimeter quarterly exchange, and sections organizational charts.
• Event Planning: Plan and coordinate on-site and off-site meetings, workshops, conferences, and events.
• Compliance and Procedures: Ensure adherence to office procedures and organizational guidelines.
• Acquisitions and Subcontracts: Manage requisitions, purchase orders, and subcontracts for the group.
• Monthly Reporting: Compile and distribute monthly performance reports.
• Team Collaboration: Provide backup support to the division office and collaborate with other administrative staff as needed.
• Special Projects: Participate in and support special projects and assignments as required.

Basic Qualifications:

• A high school diploma with at least two years of relevant administrative experience.
• Proficiency in administrative software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat. Ability to learn ORNL business systems.
• Strong interpersonal and communication skills to interact tactfully with staff and external visitors.
• Demonstrated experience in technical document formatting, professional correspondence preparation, and proofreading with a focus on accuracy and clarity.
• Ability to manage multiple priorities in a dynamic environment with professionalism and discretion.
• Excellent organizational skills and attention to detail.

Preferred Qualifications:

• Prior administrative experience in a multi-disciplinary, scientific, or technical setting.
• Familiarity with ORNL processes and systems.
• 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.

Visa Sponsorship: Visa sponsorship is not available for this position.

Security, Credentialing, and Eligibility Requirements:

• This position requires the ability to obtain and maintain an HSPD-12 PIV badge.
• For employment at Oak Ridge National Laboratory (ORNL), a Real ID compliant form of identification will be required.
• Additionally, ORNL is subject to Department of Energy (DOE) access restrictions. All employees must also be able to obtain and maintain a federal Personal Identity Verification (PIV) card as mandated by Homeland Security Presidential Directive 12 (HSPD-12) and Department of Energy (DOE) Order 473.1A, which requires a favorable post-employment background investigation.
• To obtain this credential, new employees must successfully complete and pass a Federal Tier 1 background check investigation. This investigation includes a declaration of illegal drug activities, including use, supply, possession, or manufacture within the last year. This includes marijuana and cannabis derivatives, which are still considered illegal under federal law, regardless of state laws.

About ORNL:

As a U.S. Department of Energy (DOE) Office of Science national laboratory, ORNL has an impressive 80-year legacy of addressing the nation's most pressing challenges. Our team is made up of over 7,000 dedicated and innovative individuals! Our goal is to create an environment where a variety of perspectives and backgrounds are valued, ensuring ORNL is known as a top choice for employment. These principles are essential for supporting our broader mission to drive scientific breakthroughs and translate them into solutions for energy, environmental, and security challenges facing the nation.

ORNL offers competitive pay and benefits programs to attract and retain individuals who demonstrate exceptional work behaviors. The laboratory provides a range of employee benefits, including medical and retirement plans and flexible work hours, to support the well-being of you and your family. Employee amenities such as on-site fitness, banking, and cafeteria facilities are also available for added convenience.

Other benefits include the following: Prescription Drug Plan, Dental Plan, Vision Plan, 401(k) Retirement Plan, Contributory Pension Plan, Life Insurance, Disability Benefits, Generous Vacation and Holidays, Parental Leave, Legal Insurance with Identity Theft Protection, Employee Assistance Plan, Flexible Spending Accounts, Health Savings Accounts, Wellness Programs, Educational Assistance, Relocation Assistance, and Employee Discounts.

If you have difficulty using the online application system or need an accommodation to apply due to a disability, please email:ORNLRecruiting@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.

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.