Administrative Assistant, Computing & Computational Sciences Directorate

Requisition Id 14325 

 

Overview:

The Computing & Computational Sciences Directorate at Oak Ridge National Laboratory (ORNL) seeks to hire an administrative assistant to support groups within the Computational Sciences and Engineering Division. This position will have a range of responsibilities to ORNL, sponsors, and external collaborators that require frequent coordination and interaction, and a courteous and professional demeanor.  This position will report to the CCSD Administrative Services Manager.

 

Major Duties/Responsibilities:

The selected candidate will perform a full range of office/administrative functions supporting directorate-wide needs.

 

This assignment may require the candidate to:

• Manage information flow and communications.

• Schedule and maintain complex calendar(s) of appointments, meetings, and conferences, while determining scheduling priorities.

• Plan visits for sponsors, external collaborators, and interview candidates virtually and/or in-person.

• Plan, schedule, support, and close-out interviews in support of our recruitment efforts.

• Support management and group(s) in daily matters to gather/disseminate information.

• Provide an extensive amount of subcontract and procurement support.

• Coordinate/organize activities and assist in the facilitation of major lab-level deliverables.

• Assist with proposal process, report, and presentation tasks to include gathering data, combining multiple files, and ensuring consistency in final documentation(s).  Prepare a variety of written materials, numeric reports, and presentations.

• Coordinate PAS requests in support of interviews, as well as equipment installation and maintenance.

• Establish and manage records systems.

• Assure compliance with office procedures and guidelines.

• Handle sensitive and personally identifiable information according to established procedures.

• Provide consistent phone coverage.

• Provide support to division office during absences of division administrative assistant.

• Assist other administrative support staff as needed with support duties as assigned.

• Work effectively with other section and division personnel.

• 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:

• High School diploma and minimum of two years of administrative experience 

• Participants must have excellent interpersonal, communications skills (verbal and written), and the ability to interact diplomatically and tactfully with people at all levels, both within and outside the laboratory. 

• The successful candidate must also:

• Demonstrate initiative and can work flexible work schedules to maintain consistent support during core hours.

• Exhibit a willingness and ability to learn/perform various tasks, as new assignments are delegated.

• Work on multiple tasks in a limited amount of time, often within a fast-paced and dynamic environment.