Administrative Assistant, Biosciences Division

Requisition Id 14885 

Overview:

We are currently seeking an Administrative Assistant to provide dedicated support to the Plant Microbe Interfaces Project and the Molecular and Cellular Imaging Group.  This position is part of the Bioimaging and Analytics Section within the Biological and Environmental Systems Science Directorate at Oak Ridge National Laboratory (ORNL).  

Major Duties/Responsibilities: 

• Provide high-level administrative support by managing the email and calendar for the Corporate Fellow and Section Head of the Bioimaging and Analytics Section.

• Monitor incoming communications and proactively generate task lists based on the activities, meetings, and priorities reflected in the leadership team’s emails and calendars.

• Navigate ORNL systems and perform administrative tasks such as travel coordination, procurement, and meeting scheduling.

• Collaborate with Division Administrative Assistants, the Executive Assistant, and the Administrative Services Manager.

• Maintain confidentiality while handling sensitive information.

• Support special projects, recruiting, hiring process, and onboarding activities.

• Coordinate visits, including travel arrangements, site access, and agenda management.

• Manage information flow and communications with internal and external contacts.

• Prepare and review written materials in compliance with company policies and guidelines.

• Coordinate onsite visits with DOE Headquarters sponsors, industry partners, and academia.

• Prepare correspondence, fieldwork proposals, and presentation materials according to ORNL guidelines.

• Assist with material procurement, subcontractor management, and inventory management.

• Stay updated on ORNL business rules, procedures, and systems.

• Maintain a consistent work schedule during core hours.

• Greet and receive visitors courteously both in person and over the phone.

• Exercise discretion in handling confidential matters.

• Establish and nurture effective working relationships with internal staff members and external contacts.

• Create, implement, and maintain filing systems and databases, ensuring current and accurate records.

• Manage multiple tasks efficiently in a fast-paced environment.

• Prioritize tasks appropriately and adapt to changing deadlines while adhering to DOE directives, standards, and training requirements.

• 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.

Basic Qualifications:

• A high school diploma and five to seven years of relevant experience.

• Motivated self-starter with the ability to work independently and to participate creatively in collaborative teams across the laboratory.

• Excellent interpersonal and communications skills (verbal and written) and the ability to interact professionally and tactfully with people at all levels, both within and outside the laboratory.

• Demonstrated organizational skills and initiative.

• Advanced knowledge of Microsoft Office (Teams, Outlook, Word, PowerPoint, Excel, SharePoint, OneNote, and One Drive).

Preferred Qualifications:

• An AS degree and two to four years of relevant experience.

• Highly developed knowledge of ORNL administrative policies, procedures, and internal systems (SAP, PAS, ORNL Time, TravX, ORNL Buy, SBMS, eProp, etc.).

• Ability to function well in a fast-paced research environment, set priorities to accomplish multiple tasks within deadlines, and adapt to ever changing needs.

Visa sponsorship: Visa sponsorship is not available for this position.

About ORNL:

As a U.S. Department of Energy (DOE) Office of Science national laboratory, ORNL has an impressive 80-year legacy of addressing the nation’s most pressing challenges. Our team is made up of over 7,000 dedicated and innovative individuals! Our goal is to create an environment where a variety of perspectives and backgrounds are valued, ensuring ORNL is known as a top choice for employment. These principles are essential for supporting our broader mission to drive scientific breakthroughs and translate them into solutions for energy, environmental, and security challenges facing 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.

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.