Division Administrative Assistant, Environmental Protection Services Division

Requisition Id 13574 

 

Overview:   

The Oak Ridge National Laboratory (ORNL) seeks to hire a Division Administrative Assistant for the Director of the Environmental Protection Service Division (EPSD) in the Environmental, Safety, Health and Quality (ESH&Q) Directorate. Under limited management supervision, the successful candidate will perform administrative tasks required for the efficient execution in support of ESH&Q’s mission.

 

Major Duties/Responsibilities:

Responsibilities of the position include, but are not limited to:

• Assist in managing meetings, including establishing priorities and resolving scheduling of personnel, conference rooms, vehicles, and other resources for the EPSD Division Director and staff.

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

• Manage information flow and communications with external and internal contacts including setting up appointments and calendar invitations.

• Prepare and review a variety of written and electronic materials per company policy and guidelines.

• Coordinate and prepare domestic 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.

• Maintain a consistent, reliable work schedule during core hours to meet needs of staff.

• Maintain a professional office atmosphere; greet and receive visitors (in person and over the phone) in a professional, courteous manner.

• Ensure reports and correspondence are in accordance with established UT-Battelle/ORNL guidelines. Advise on office procedures and preparation and handling of correspondence including information protection and records management requirements for documents.

• Maintain proficiency in a wide range of ORNL business systems, processes, and policies, and frequently uses ORNL administrative systems, including SAP, SuccessFactors, ORNL Buy, PAS, E-Prop, TimeTracker, TravX, etc.

• Develop tracking methods to track completion of action items, deliverables, and other tasks assigned to management and staff. Advise EPSD Director and staff of items needing attention.

• Showcase utmost discretion and maintain confidentiality, both internally and externally, with a strong commitment to the implementation and perpetuation of values and ethics.

• Work on multiple tasks in a limited amount of time in a fast-paced environment and having the ability to set priorities appropriately to accomplish multiple tasks.

• Order and maintain office supplies.

• Coordinate in-house work environment requests such as furniture requests, office maintenance needs

• Organize Division staff meetings and maintain meeting notes as needed.

• Serve as a backup when needed for ESH&Q Directorate Office.

• Perform other duties as assigned by Division Director.

• 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 with a minimum of 7 years of relevant office or administrative support experience, or an equivalent combination of education, training, and experience.

• Excellent interpersonal, oral, and written communication skills