Division Administrative Assistant

Requisition Id 12825 

Overview: 

We are seeking a Division Administrative Assistant who will focus on logistical and administrative support for an IT Division, supporting approximately 100 people including a division director, 2-4 group leads, and multiple team leads.  This position resides in the IT Services Directorate at Oak Ridge National Laboratory (ORNL).  

 

As part of our team, you will…

 

Major Duties/Responsibilities: 

Under limited supervision, this position is responsible for effective management of the Information Technology Services Division office and for performing a wide variety of administrative functions.  These functions include but are not limited to: 

• Maintain the Division Director’s electronic calendar by scheduling appointments, arranging meetings, resolving scheduling conflicts of personnel, conference rooms, vehicles, and other resources, organizing and prioritizing as needed; maintain background information for calendar items.
• Manage Director e-mails for follow-up action, information flow, and communications with external and internal contacts. 
• Prepare correspondence and presentation materials according to ORNL guidelines and via various computer software packages (primarily Microsoft Office), review all signature items (both hardcopy and electronic) for accuracy and completeness and request revisions as necessary.
• Maintain adequate familiarity with purchasing processes to support and execute Division purchasing activities as directed / necessary to facilitate smooth and timely execution of projects and support activities. 
• Coordinate and prepare domestic and international travel requests including reservations, conference registration, transportation, expense settlements, and visas according to ORNL guidelines.
• Act as authorized during Division Director’s absence to ensure requests for action/information are relayed to appropriate delegates in a timely manner; interprets and prioritizes requests, helps implement action, and ensures that information is provided.
• Using own initiative, makes administrative decisions and judgments within realm of responsibility and authority, using tact and discretion.
• Will be responsible for being the Division Security Clearance Coordinator, Classified Visits Coordinator; for incoming and outgoing visits, Space Coordinator, Division PAS Approver, and PALS Coordinator.
• Plan and coordinate on and off-site meetings, workshops, conferences, All-Hands, celebrations, and schedule facilities, refreshments, transportation, and related services. Assist in communication with attendees and coordinate with the conference office utilizing ORNL guidelines
• Keep current on ORNL business rules, procedures, etc.
• Maintain consistent work schedule during core hours to meet needs of staff.
• Route phone calls to responsible personnel in an efficient manner; initiate calls to obtain, verify, and exchange information and disseminate information as appropriate or refer information/callers to other staff members.
• Maintain a professional office atmosphere; greet and receive visitors (in person and over the phone) in a businesslike, courteous manner; establish and maintain effective working relationships with internal staff members and external contacts.
• Responsible for providing leadership, mentoring, and monitoring of the workload of ITSD division group level administrative staff.
• Assist with coordination of administrative support staff across division. This may include participation in screening, interviewing, and selecting administrative support staff.
• Serve as a resource and provides guidance for administrative support staff.  May assist in training and coordinating work of less experienced administrative support staff.
• Ensure compliance with environment, safety, health, and quality program requirements.
• Maintain strong commitment to the implementation and perpetuation of values and ethics.
• May be required to obtain and maintain a company credit card (P-card) for approved purchases
  Note: Occasional overtime may be required.

 

Basic Qualifications:

• A High School diploma with a minimum of seven years of relevant office management and administrative support experience at a senior level similar in nature to this position or, an associate or bachelor’s degree with a minimum of five years of relevant administrative support experience, or an equivalent combination of education, training, and 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.
• Knowledge of ORNL administrative policies and procedures, and familiarity with ORNL Administrative Systems,