Senior Administrative Assistant, UT-Oak Ridge Innovation Institute

Requisition Id 12732 

Overview:   

We are seeking a Senior Administrative Assistant to support the Executive Director of the University of Tennessee-Oak Ridge Innovation Institute (UT-ORII).

 

Major Duties/Responsibilities: 

The successful candidate will be responsible for effective management of an executive office while performing a full range of administrative functions in support of the Executive Director of UT-ORII. Functions include maintaining the calendars of activities by scheduling appointments, arranging meetings, coordinating travel plans, and completing travel expenses, reviewing emails and screening calls, and routing to appropriate staff members. Coordinate administrative functions and work with other administrative staff within ORNL and the University of Tennessee.

 

Additional responsibilities of the position include, but are not limited to:

• Establish and maintain an effective working relationship with internal and external contacts (including the Department of Energy (DOE), DOE contractors, universities, etc.).
• Respond to inquiries from internal and external sources and coordinate activities between directorates and outside parties.
• Interact with company personnel at all organizational levels to gather information and prepare reports.
• Prepare and process electronic forms.
• Work closely with the Business Manager to ensure accuracy of corporate expenditures and other office expenses.
• Attend staff meetings as appropriate; document and track action items, disseminate meeting notes, and assist in implementation. Maintain and control business-sensitive and confidential files.
• Handle incoming telephone calls, fax, emails, walk-ins, and correspondence in a responsive and professional manner; initiate calls to obtain, verify, and exchange information and disseminate information as appropriate or refer to others.
• Plan and coordinate workshops, conferences, informational meetings, proceedings, and seminars; schedule personnel, facilities, and related services and assist in communication with attendees, coordinating social activities, transportation, lodging, and meeting agendas as required.
• Assist in the development of marketing and communication materials, including PowerPoint presentations, brochures, posters, promotional items, web materials, and other marketing materials as required.
• Maintain a strong commitment to the implementation and perpetuation of the UT-ORII mission, values, and ethics.
• 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:

 

• Requires a high school diploma and a minimum of 7 years of administrative experience in prior responsible administrative support positions to higher levels of management and demonstrates a high degree of expertise in office management and administration.
• An equivalent combination of education, training, and experience will be considered.
• Expertise and previous experience in planning, scheduling, and coordinating workshops, conferences, meetings, and seminars is required.

 

Preferred Qualifications:

 

• An associate degree in secretarial sciences, business administration, or related field and/or applicable professional certification is desired.
• High degree of proficiency in Microsoft Office Suite (which includes Outlook, Word, PowerPoint, and Excel) with specific experience in Outlook and developing and editing PowerPoint presentations. Must be willing to learn a variety of business and computer systems.
• Must have a thorough working knowledge of administrative policies and procedures.
• Requires proficiency with computer systems and their applications and experience arranging domestic and foreign travel.
• Excellent human relations, critical thinking, oral and written communication skills are necessary.
• Must be well organized and multi-task oriented.
• Must be able to manage and adapt to rapidly changing priorities in a professional manner and must be willing and able to take initiative to address and complete tasks or projects with limited or vague details.
• Excellent written and oral communication skills are important as well as the ability to develop and manage professional relationships with team members and customers.
• Experience with or the ability to learn the following ORNL systems is desired.
• May be required to obtain a company credit card (P-card) for approved purchases.
• Experience in leading an administrative office of other office and cler