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Administrative Assistant, Computing and Computational Sciences Directorate

Date: Jun 21, 2022

Location: Oak Ridge, TN, US, 37830

Company: Oak Ridge National Laboratory

Requisition Id 8482 

This position is located on-site at our facility in Oak Ridge, Tennessee.

 

Overview:

The Computer Science and Mathematics Division (CSMD) at Oak Ridge National Laboratory (ORNL) seeks to hire an administrative assistant to support the section of Advanced Computing Systems Research. In particular, this position in collaboration with other support staff provides a number of duties for the Section Head, six Group Leaders, and to a section of approximately 65 people. These scientists have a range of responsibilities to ORNL, sponsors, and external collaborators that require frequent coordination and interaction, so the successful candidate must maintain a high level of professionalism at all times. This position will reside in Advanced Computing Systems Research section and report to the CCSD Administrative Services Coordinator.

 

Major Duties/Responsibilities:

The selected candidate will perform a full range of office/administrative functions supporting directorate-wide needs. This assignment may require the candidate to:

• Manage information flow and communications.

• Schedule and maintain complex calendar(s) of appointments, meetings, and conferences, while determining scheduling priorities.

• Plan visits for sponsors, external collaborators, and interview candidates virtually/physically.

• Support management and group(s) in daily matters to gather/disseminate information,

• Provide an extensive amount of subcontract support for CSMD

• Coordinate/organize activities and assist in the facilitation of workload.

• Assist with proposal process, report, and presentation tasks to include gathering data, combining multiple files, and ensuring consistency in final documentation(s). Prepare a variety of written materials, numeric reports, and presentations.

• Utilize various online communication tools such as Slack, Basecamp, GitLab (Kanban board), Todoist, and Doodle

• Coordinate an extensive amount of domestic and foreign travel for staff

• Establish and manage records systems.

• Assure compliance with office procedures and guidelines.

• Handle sensitive and personally identifiable information according to established procedures.

• Provide consistent phone coverage.

• Provide support to division office during absences of division administrative assistant

• Assist other administrative support staff as needed with support duties as assigned.

• Work effectively with other section and division personnel.

 

Basic Qualifications:

The position requires a minimum of two years of administrative experience and a High School diploma. Participants must have excellent interpersonal, communications skills (verbal and written), and the ability to interact diplomatically and tactfully with people at all levels, both within and outside the laboratory.

The successful candidate must also:

• Demonstrate initiative and can work flexible work schedules to maintain consistent support during core hours.

• Exhibit a willingness and ability to learn/perform various tasks, as new assignments are delegated.

• Work on multiple tasks in a limited amount of time, often within a fast-paced and dynamic environment. Exhibit concern for others and have experience dealing with various personalities, backgrounds, and ethnicities in a multi-level, multi-disciplinary, scientific environment.

• Administrative support requires proficiency in the following software systems: Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat and the ability to learn various ORNL internal business systems.

 

Qualifications Preferred:

Applicants with prior experience working in a research facility will be given further consideration. In addition, experience arranging/coordinating meetings, workshops, conferences, onsite visits, and domestic/international travel. Experience with ORNL business systems such as Marketplace preferred.

 

For more information about our benefits, working here, and living here, visit the “About” tab at jobs.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.


Nearest Major Market: Knoxville