Senior Administrative Assistant, Nuclear Nonproliferation Division

Requisition Id 12363 

Overview:

The Nuclear Nonproliferation Division (NND) at Oak Ridge National Laboratory (ORNL) is a leader in providing research, development, and deployment of technology that enhances nuclear nonproliferation and safeguards; assessing and reducing threats to nuclear material at risk in the global regime; and expanding the national capabilities to detect and deter proliferant activities.

 

In order to successfully execute our mission, we are currently seeking a highly qualified Senior Administrative Assistant to provide support to the Division Director and division staff. The successful candidate will assume significant responsibility for office management and take initiative for performing a full range of administrative duties. In addition, the candidate will team with division staff to build on a rich history of accomplishments in science, technology, and mission-focused expertise that strengthens national security.

 

Major Duties/Responsibilities:

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

• Manage schedules for the Division Director using Outlook Calendar and other administrative systems.
• Track, coordinate, and follow actions/responses for the Division Director to assure timely completion.
• Coordinate travel of the Division Director for domestic and foreign trips, including arrangements for transportation, lodging, and itineraries.

 

Additional Responsibilities:

 

• 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 (including DOE, other government agencies, DOE contractors, universities, sponsors, vendors, suppliers, etc.).
• 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.
• Make administrative decisions and judgments within realm of responsibility and authority, using tact and discretion.
• Take action as authorized during 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.
• Establish priorities and resolve conflicts in scheduling appointments and meetings.
• Coordinate travel and agendas for key division visitors.
• Interact with service and support organizations to facilitate division activities.
• Prepare routine, standard material using standard formats and process forms (electronic and hard copy) by using appropriate electronic resources and software.
• Act as control point for incoming and outgoing divisional 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 Lab procedures.
• Participate in planning conferences, workshops, and information meetings.
• Prepare PowerPoint presentations for use by Division Director.
• Assist in preparation of highlights and communications with DOE sponsors.
• Establish office flow procedures and coordination of common policies among staff at multiple sites.
• Assist with coordination of administrative support staff across division. This may include participation in screening, interviewing, and selecting administrative support staff.

 

Basic Qualifications:

• A High School diploma with a minimum of seven years of relevant office management and/or administrative support experience is required.
• 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.
• Must possess excellent interpersonal, oral and written communication skills and maintain professionalism in a demanding environment.
• Incumbent must possess the ability to maintain a consistent work schedule during core hours to meet needs of staff and have the ability to work after normal business hours to meet deadlines. Requires proficiency on PC and Mac software packages including Microsoft Office (which includes Word, PowerPoint, Excel, and Access) as well as possess video/teleconferencing experience.
• Demonstrate a proven ability to function well in a fast-paced environment where deadlines must be met and interact with other employees and visi