Administrative Assistant, Utilities Division

Requisition Id 14643 

Overview: 

The Utilities Division (UD) of the Facilities and Operations Directorate (F&O) at the Oak Ridge National Laboratory (ORNL) seeks to hire an Administrative Assistant to support multiple groups within UD.  In collaboration with other support staff, this position provides duties for the mechanical and electrical utility complexes and support personnel.  The personnel assigned to these groups have a wide range of responsibilities to ORNL, sponsors, and external collaborators that require frequent coordination and interaction.  This position will report to the Utilities Complex facility manager.

 

Major Duties/Responsibilities:

Under general supervision, the Administrative Assistant is responsible for performing a full range of administrative functions in support of business needs to relieve the UD management and staff members of administrative details.  The position requires arranging travel for staff, providing consistent phone coverage, maintaining a professional office atmosphere, and preparing purchase requisitions to request materials and services.

Functions include:

• Managing information flow and communications with external and internal contacts.
• Preparing and editing various written materials, including large documents, utilities documents, and official correspondence, according to company policy and guidelines.
• Establishing and managing records systems assuring compliance with office procedures and guidelines - maintain filing systems and databases as required
• Provide backup support to the Division Administrative Assistant.
• Setting priorities and resolving scheduling of personnel, conference rooms, and other resources. 

• Act, as authorized, during the supervisor’s absence to ensure requests are relayed to the appropriate personnel.
• Work with sensitive, classified information and strict need-to-know requirements.
• Develop presentations and summaries from written or verbal information.
• Support management and group(s) in daily matters to gather/disseminate information.

• Assist with proposal processes, reports, and presentation tasks, including gathering data, combining multiple files, and ensuring consistency in final documentation(s).  Prepare a variety of written materials, numeric reports, and presentations.
• Deliver ORNL’s mission by aligning behaviors, priorities, and interactions with our core values of Impact, Integrity, Teamwork, Safety, and Service. Promote equal opportunity by fostering a respectful workplace – in how we treat one another, work together, and measure success.
• Monitor and communicate training and other requirements for the division personnel.
• Collaborate with other F&O divisions and directorates in support the people and mission of UD.
• Assist with recruiting/hiring functions for UD.

 

Basic Qualifications:

• High School diploma with 5-7 years of related experience, or associate’s degree and 2 years of related experience.
•  Proficiency in office computer systems and software applications (Microsoft Office Suite experience preferred)

• Must have a thorough working knowledge of administrative policies and procedures; exceptional interpersonal and communications skills.
• Proficiency in, but not limited to, word processing, presentations, spreadsheets, databases, flowcharting, general office procedures, grammar, punctuation, and spelling.

 

Preferred Qualifications:

• Proficiency in, but not limited to, scheduling tools, word processing, presentations, spreadsheets, databases, flowcharting, general office procedures, g