Administrative Assistant, Utilities Division

Requisition Id14643

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,classifiedinformation 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, grammar, punctuation, and spelling.
• Professional demeanor and presence (internal and external) to promote a business-like environment.
• Demonstrate initiative and work a flexible schedule to maintain consistent support during core hours.
• Ability to set priorities appropriately to accomplish multiple tasks to meet deadlines.
• Exhibit a willingness and ability to learn/perform various tasks as new assignments are delegated.
• Capability to work on multiple tasks in a limited time, often within a fast-paced and dynamic environment.
• Experience dealing with various personalities, backgrounds, and ethnicities in multi-level, multi-disciplinary, scientific environments.
• Proficiency in scheduling and maintaining complex calendar(s) of appointments, meetings, and conferences while determining scheduling priorities.
• Experience utilizing various online communication tools such as SAP, PAS, ORNL Time, Resolution, TRAVx, ePROP, ePlan, UCAMS, Facility Service Center, Ariba, and Conference Planning Tool.

About ORNL

As a U.S. Department of Energy (DOE) Office of Science national laboratory, ORNL has an extraordinary 80-year history of solving the nation's biggest problems. We have a dedicated and creative staff of over 7,000 people! Our vision for diversity, equity, inclusion, and accessibility (DEIA) is to cultivate an environment and practices that foster diversity in ideas and in the people across the organization, as well as to ensure ORNL is recognized as a workplace of choice. These elements are critical for enabling the execution of ORNL's broader mission to accelerate scientific discoveries and their translation into energy, environment, and security solutions for the nation.

ORNL offers competitive pay and benefits programs to attract and retain individuals who demonstrate exceptional work behaviors. The laboratory provides a range of employee benefits, including medical and retirement plans and flexible work hours, to support the well-being of you and your family. Employee amenities such as on-site fitness, banking, and cafeteria facilities are also available for added convenience.

Other benefits include the following: Prescription Drug Plan, Dental Plan, Vision Plan, 401(k) Retirement Plan, Contributory Pension Plan, Life Insurance, Disability Benefits, Generous Vacation and Holidays, Parental Leave, Legal Insurance with Identity Theft Protection, Employee Assistance Plan, Flexible Spending Accounts, Health Savings Accounts, Wellness Programs, Educational Assistance, Relocation Assistance, and Employee Discounts.

If you have difficulty using the online application system or need an accommodation to apply due to a disability, please email: ORNLRecruiting@ornl.gov.

Visa Sponsorship:

Visa sponsorship is not available for this position.

This position will remain open for a minimum of 5 days after which it will close when a qualified candidate is identified and/or hired.

We accept Word (.doc, .docx), Adobe (unsecured .pdf), Rich Text Format (.rtf), and HTML (.htm, .html) up to 5MB in size. Resumes from third party vendors will not be accepted; these resumes will be deleted and the candidates submitted will not be considered for employment.

If you have trouble applying for a position, please email ORNLRecruiting@ornl.gov.

ORNL is an equal opportunity employer. All qualified applicants, including individuals with disabilities and protected veterans, are encouraged to apply. UT-Battelle is an E-Verify employer.