Requisition Id 10235

Overview

We are seeking a highly qualified Senior Administrative Assistant to support the Division Director and division staff. The successful candidate will assume significant responsibility for office management and take initiative for performing a full range of administrative duties.

Major Duties/Responsibilities

• Assist managers in managing communications through access and response to email requests actions.
• Assist in managing meetings, including establishing priorities and resolving scheduling of personnel, conference rooms, vehicles, and other resources.
• Assist the manager with the recruiting and hiring process, including coordination of interview schedules, site access and onboarding.
• Assist managers and staff in coordinating visits, including coordinating travel according to ORNL guidelines, coordinating site access, and setting and managing agendas and seminars.
• Manage information flow and communications with external and internal contacts including setting up appointments and calendar invitations.
• Prepare correspondence, reports, and presentation materials according to the ORNL Correspodence Guidelines and via Microsoft Office software packages.
• Review a variety of written materials per company policy and guidelines, for accuracy and completeness.
• Coordinate and prepare domestic and international travel requests, including reservations, conference registration, transportation, and expense settlement according to ORNL guidelines.
• Plan and coordinate on-site and off-site meetings, workshops, conferences and related services. Maintain a consistent, reliable work schedule during core hours to meet needs of staff.
• Maintain a professional office atmosphere; greet and receive visitors (in person and over the phone) in a professional, courteous manner.
• Exercise discretions with confidential matters.
• Establish and maintain effective working relationships with internal staff members and external contacts. Create, implement, and maintain filing systems and databases as required, and keep filing current for the group using SharePoint or Confluence.
• 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. Maintain DOE directives/standards and training requirements.
• Create requisitions and purchase orders based on appropriate ORNL guidelines.
• Establish priorities and resolve scheduling of personnel, conference rooms, vehicles, and other resources. Assist with special projects and assignments as needed.

Basic Qualifications

• A High School diploma with a minimum of seven years of relevant administrative support experience is required.
• This position requires a high degree of expertise and job dedication in office functions, administrative work, organization, and time management.
• Must possess excellent interpersonal, oral and written communication skills and maintain professionalism in a demanding environment.
• Incumbent must 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 business hours to meet deadlines.
• Requires proficiency on PC and Mac software packages including Microsoft Office (which includes Word, PowerPoint, Excel, and Access) as well as possess video/teleconferencing experience.
• Demonstrate a proven ability to function well in a fast-paced environment where deadlines must be met and interact with other employees and visitors at all levels in the organization. Must work well in a team environment.

Preferred Qualifications

• Current or previous ORNL experience a plus
• Demonstrated organizational skills
• Familiarity with project management and agile management principles
• Familiarity with nuclear operations
• Knowledge of procurement practices for nuclear facilities
• Excellent customer service and human relations skills are required.
• Excellent written and oral communication skills
• Motivated self-starter with the ability to work independently and to participate creatively in collaborative teams across the laboratory

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.