Administrative Assistant, Energy Science & Technology Directorate

Requisition Id 14101 

Overview:

The Energy and Science Technology Directorate (ESTD) is seeking to hire a highly qualified Administrative Assistant who will support the Building Technology Program and Building Technology Research. This role will be responsible for supporting the efficiency and effectiveness of these areas by assuming and administrative operations team support tasks and projects, coordinating with other Administrative Assistants within the Directorate and across the laboratory, and engaging with colleagues, partners, and directorate leadership in a positive, professional, and diplomatic manner.

Major Duties/Responsibilities:

Under the supervision of the Directorate’s Administrative Services Manager, this position is responsible for performing a wide range of support functions to assist the designated sections and groups:

• Maintain a consistent work schedule during core hours and uphold a professional office atmosphere.

• Exhibit strong interpersonal communication skills; effectively communicate recommendations for improvements or changes to office procedures and work methods.

• Build and sustain effective working relationships with internal staff and external contacts.

• Track lifecycle of assigned actions and responses to ensure timely completion of projects.

• Use MS Office and other systems proficiently to manage schedules and meetings for assigned ESTD staff.

• Prepare and manage communications, including creating, retrieving, and editing reports, meeting notes, presentations, and announcements with attention to accuracy, grammar, and formatting in accordance with ORNL policy.

• Coordinate and prioritize meeting scheduling; resolve scheduling conflicts, manage location availability, and secure other necessary resources.

• Plan and coordinate on-site and off-site meetings, workshops, conferences, and related services.

• Plan events, make formal invites, and coordinate supplies, food, equipment, and logistics.

• Handle travel arrangements, including reservations, conference registrations, transportation, and expense settlements, following ORNL guidelines.

• Coordinate visits, including travel arrangements in adherence to ORNL guidelines, site access, and the seamless orchestration of agenda and seminars.

• Collaborate on manger-related tasks such as recruitment, hiring, and on-boarding, which includes interview scheduling, site access management, and integration support.

• Maintain confidentiality and exercise discretion with sensitive matters.

• Create requisitions and purchase orders in line with established ORNL guidelines.

• Provide support for special projects and assignments as needed.

• Compile bi-weekly highlights.

• Support BTRIC tours and manage visitor tracking via Smartsheet.

Basic Qualifications:

• High school diploma and a minimum of 5-7 years of relevant administrative support experience, or an equivalent combination of education, training, and experience required.

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

• The ability to maintain a consistent work schedule during core hours to meet the needs of staff.

Preferred Qualifications:

• Full knowledge of ORNL administrative policies and procedures and familiarity with or the ability to learn ORNL Administrative Systems.

• Experience with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), SAP, Success Factors, ORNL Buy, and Adobe Acrobat and the ability to learn various ORNL internal business systems.

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

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

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.