Administrative Associate, FIID

Requisition Id 16479 

 

Overview: 

The Data and Communication Services (D&CS) Group in the Fabrication, Instrumentation, and Inspection Division, Facilities and Operations Directorate at Oak Ridge National Laboratory (ORNL) is seeking an Administrative Associate. The Data and Communication Services Group and its many technical needs include Computing, Audio Visual, Network, Control Systems, Calibrations, and Maintenance. The selected individual will become part of a team-oriented group that possesses diverse skills, exceptional teamwork and customer service.

 

Major Duties/Responsibilities: 

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

• Prepare, create, route, and process work orders (electronic and hard copy) by utilizing our asset tracking software, Facility Service Center (FSC).
• Acts as the overtime coordinator for the D&CS group processing overtime request, generating reports, managing discrepancies, and tracking the D&C overtime budget.
• Manage schedules for the Group Leader and supervisors using Outlook Calendar and other administrative systems.
• Track, coordinate, and follow actions/responses for the Group Leader to ensure timely completion.
• Coordinate travel of the D&CS group for domestic and foreign trips, including arrangements for transportation, lodging, and itineraries.
• Maintain office atmosphere in a professional and congenial manner and receive and assist visitors. Establish and maintain effective working relationships with internal and external contacts (research staff, contractors, universities, vendors, suppliers, etc.)
• Make administrative decisions and judgments within realm of responsibility and authority, using tact and discretion
• Establish priorities and resolve conflicts in scheduling appointments and meetings
• Interact with D&CS personnel and other support organizations to facilitate group activities
• Act as control point for incoming and outgoing group correspondence; proofread all outgoing correspondence (including format, grammar, punctuation, spelling, etc.) and ensure proper routing of approvals
• Create and maintain active file system in accordance with Laboratory procedures
• Assist in preparation of highlights and communications supporting D&CS group objectives
• Assist with coordination and team activities of administrative support staff across the division. This may include participation in coverage, division meetings, and special assignments
• Receive, sort, 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.
• 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.
• Place supply orders and subcontracts for the group via purchase order or purchase card.
• Coordinate interview logistics and manage candidate/stakeholder communication
• Support timekeeping operations assisting with time approval
• Manage incoming phone calls for the group, triaging requests and routing callers to the appropriate teams
• Provide proactive administrative support by anticipating teams needs and coordinating resources to ensure smooth day-to-day operations

 

Basic Qualifications:

• A high school diploma and a minimum of five years of relevant experience.
• This position requires a high degree of expertise and job dedication in office functions, administrative work, organization, and time management gained through experience in prior positions.

 

Preferred Qualifications:

• Must possess excellent interpersonal, oral and written communication skills and maintain professionalism in a demanding environment.
• Must be able to work a consistent schedule during core hours (7:00 a.m. – 3:30 p.m.) and demonstrate flexibility in scheduling, as needed and with prior