Senior Administrative Assistant, Computational Sciences and Engineering

Requisition Id 13069 

Overview:

 

The Computational Sciences and Engineering Division (CSED) focuses on transdisciplinary computational science and analytics at scale to enable scientific discovery across the physical sciences, engineered systems, and biomedicine and health.  It provides foundations and advances in quantum information sciences to enable quantum computers, devices, and networked systems.  It also develops community applications, data assets, and technologies and provides assurance to build knowledge and impact in novel, crosscut science outcomes.

 

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 the initiative to perform a full range of administrative duties.  This position resides in CSED in the Computing & Computational Sciences Directorate (CCSD) at Oak Ridge National Laboratory (ORNL). 

 

Major Duties/Responsibilities:

 

Under limited supervision, this position is responsible for the effective management and operation of the CSED office and for performing a wide variety of administrative functions, including:

• Assist the CSE Division Director in managing communications through access and response to email request actions.
• Assist the Division Director with the recruiting and hiring process, including coordination of interview schedules, site access, and onboarding.
• Track, coordinate, and follow actions/responses for the Division Director to ensure timely completion.
• Make administrative decisions and judgments within the realm of responsibility and authority, using tact and discretion.
• Take action as authorized during the Division Director’s absence to ensure requests for action/information are relayed to appropriate sources; interpret and prioritize requests, help implement actions, and ensure that correct information is furnished.
• Assist managers and staff in coordinating visits, including coordinating travel according to ORNL guidelines, coordinating site access, and setting and managing agendas and seminars.
• 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
• Manage information flow and communications with external and internal contacts, including setting up appointments and calendar invitations.
• Prepare and review a variety of written materials per company policy and guidelines
• Act as a control point for incoming and outgoing divisional correspondence; proofread all outgoing correspondence (including format, grammar, punctuation, spelling, etc.) and ensure proper routing of approvals.
• Maintain a professional office atmosphere; greet and receive visitors (in person and over the phone) in a professional, courteous manner.
• Exercise discretion 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.
• Assist with proposal submissions (i.e., DOE, LDRD, SPP, etc.).
• Cover the directorate office as needed.  Assist with coordination of administrative support staff across the division.  This may include participating in screening, interviewing, and selecting administrative support staff
• Assist in the onboarding process and training of new administrative staff.
• Receive, sort, and route mail (including e-mail); respond independently as appropriate; answer telephone and respond appropriately: relay messages, answer inquiries, offer assistance, refer callers; initiate calls to obtain, verify, and exchange information.

 

Basic Qualifications:

• A high school diploma and a minimum of seven years in prior administrative support positions reporting to higher levels of management, as well as a high degree of expertise in office management and administration.
• Proficiency is required in office computer systems and soft