Administrative Assistant, Biological and Environmental Systems Science Directorate

Requisition Id 14075 

 

Overview:  

We are seeking an Administrative Assistant who will support the Biological and Environmental Systems Science Directorate at Oak Ridge National Laboratory (ORNL).  

 

Major Duties/Responsibilities: 

• Standard Administrative Functions: Execute standard administrative functions efficiently, 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.

• Calendar and Schedule Management: Effectively schedule and maintain intricate calendars for appointments, meetings, interviews, and conferences, while skillfully prioritizing scheduling demands. Manage information flow and communications with external and internal contacts.

• Recruiting Support: Assist the manager with the recruiting and hiring process, including coordination of interview schedules, site access and onboarding.

• Procurement: Generate requisitions and purchase orders based on appropriate ORNL guidelines.

• Travel Coordination: Coordinate and prepare domestic and international travel requests, including reservations, conference registration, transportation, and expense settlement according to ORNL guidelines.

• Event Planning: Facilitate the planning and coordination of on-site and off-site events, such as meetings, workshops, and conferences, meticulously managing all logistical details.

• Visitor Coordination: Coordinate visits, including travel arrangements in adherence to ORNL guidelines, site access, and the seamless orchestration of agendas and seminars.

• Team Collaboration: Maintain a consistent, reliable work schedule during core hours to meet needs of staff. Collaborate closely with other administrative support staff, assisting as necessary with designated support duties to promote a cohesive work environment. Establish and maintain effective working relationships with internal staff members and external contacts.

• Document Preparation: Prepare and review a variety of written materials per company policy and guidelines, maintaining a high standard of quality. Manage communications through access and response to email requests actions.

• Confidentiality: Handle sensitive and personally identifiable information discreetly, adhering to established procedures to maintain data security.

• Professional Reception: Create and maintain a professional office atmosphere; greet and receive visitors (in person and over the phone) in a professional, courteous manner.

• Compliance Oversight: Maintain DOE directives/standards and training requirements. Uphold adherence to office procedures and guidelines, ensuring consistent compliance across all activities.

• Special Projects: Actively participate in and support special projects and assignments as required to contribute to the Directorate's success.

• Core Values: 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:

• A high school diploma with a minimum of 2 years of relevant office management and/or administrative support experience.

• Excellent interpersonal, written, and oral communication skills.

• Working knowledge of Microsoft Office (Teams, Outlook, Word, PowerPoint, Excel, SharePoint, OneNote, and One Drive).

 

Preferred Qualifications