Division Administrative Assistant, Integrated Operations Support Division

Requisition Id 12587 

Overview: 

The Facilities and Operations (F&O) Directorate at Oak Ridge National Laboratory (ORNL) is seeking a highly motivated Senior Administrative Assistant to support the Integrated Operations Support Division.

 

Major Duties/Responsibilities:

Under general supervision, the candidate is responsible for performing a full range of administrative functions in support of the Integrated Operations Support Division (IOSD) Director.

 

Senior Administration Assistant Functions may include but are not limited to:

• Manage information flow and communications within the IOSD division office.
• Mentor the administrative staff within IOSD. Coordinate administrative coverage across the division due to absences or specialty skills.  Assist other administrative staff from other F&O divisions as needed.
• Manage interactions with external and internal contacts including setting up appointments and calendar invitations.
• Assist the division director in managing communications through access and response to email requests and actions.
• Assist in managing meetings, including establishing priorities and resolving scheduling of personnel, conference rooms, vehicles, and other resources.
• Assist the division director with the recruiting and hiring process, including coordination of interview schedules, site access and onboarding.
• Assist the division director in coordinating visits, including coordinating travel according to ORNL guidelines, coordinating site access, and setting and managing agendas.
• Prepare and review a variety of written materials per company policy and guidelines.
• Coordinate and prepare travel requests, including reservations, conference registration, transportation, and expense settlement according to ORNL guidelines.
• Maintain a consistent, reliable work schedule during core hours to meet needs of the division.
• 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 and other shared file structures.
• 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.
• Create requisitions and purchase orders based on appropriate ORNL guidelines.
• Act as the Division’s Records Management Officer.
• Assist with special projects and assignments as needed.

 

Qualifications Required:

• A high school diploma
• A minimum of 7 years of related experience
• Proficiency in office computer systems and software applications such as Microsoft Office/Outlook
• Excellent written and oral communication skills
• Demonstrated organizational skills

 

Qualifications Preferred:

• Associate or Bachelor’s degree in relevant field.
• Experience with SAP, PAS, ORNL Buy, TRAVx, ePROP, IDMS, ERS, and UCAMS systems.
• Customer relationship management experience.

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

 

 

Special Requirements:

Visa Sponsorship:

Visa sponsorship is not available for this position.

 

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.