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Administrative Assistant, Physical Sciences Directorate

Date: Jun 10, 2021

Location: Oak Ridge, TN, US, 37830

Company: Oak Ridge National Laboratory

Requisition Id 5999 

Overview: 

The Physical Sciences Directorate (PSD) at Oak Ridge National Laboratory (ORNL) is seeking an Administrative Assistant who will support various activities within the directorate. The successful candidate will provide support to the Chief Operating Officer (COO), Programs and Planning Specialist and the Communications Coordinator for the directorate.  This position will interface with PSD and ORNL staff and stakeholders.

 

Major Duties/Responsibilities: 

  • Maintain the COO’s schedule, coordinate with internal and external stakeholders, provide logistical and travel support and work on operations related projects.
  • Support the PSD and ORNL proposal management and preparation process for Basic Energy Sciences,  Nuclear Physics, and High Energy Physics.
  • Support PSD responses to Strategic Partnership Projects.
  • Support the preparation of workshop reports for DOE.
  • Provide assistance to the directorate communications lead in the development and implementation of directorate communications products.
  • Assist managers with email communication  through delegate access. Provide timely response to requests/action items.
  • Assist managers with the recruiting and hiring process, including coordination of interview schedules, site access and onboarding.
  • Assist managers and staff in coordinating visits, including coordinating travel according to ORNL guidelines, coordinating site access, and setting and managing agendas and seminars.
  • Manage information flow and communications with external and internal contacts including setting up appointments and calendar invitations.
  • Prepare and review a variety of written materials per company policy and guidelines.
  • Coordinate and prepare domestic and international travel requests, including reservations, conference registration, transportation, and expense settlement according to ORNL guidelines.
  • Plan and coordinate on-site and off-site meetings, workshops, conferences and related services.
  • Maintain a consistent, reliable work schedule during core hours to meet needs of staff.
  • Maintain a professional office atmosphere; greet and receive visitors (in person and over the phone) in a professional, courteous manner.
  • Exercise discretion with confidential matters.
  • Establish and maintain effective working relationships with internal staff members and external contacts.
  • Create, implement, and maintain filing systems and databases as required, and keep filing current for the group using SharePoint, Confluence, OneDriveand other office productivity tools.
  • Work on multiple tasks in a limited amount of time in a fast-paced environment.
  • Set priorities appropriately, anticipate needs and requests, and be able to meet changing deadlines.
  • Maintain DOE directives/standards and training requirements.
  • Create requisitions and purchase orders based on appropriate ORNL guidelines.
  • Establish priorities and resolve scheduling of personnel, conference rooms, vehicles, and other resources.
  • Assist with special projects and assignments as needed.
  • Other typical program/administrative duties as assigned.

 

Basic Qualifications:

  • High school diploma and at least 5 years of relevant experience

 

Preferred Qualifications:

  • Experience and background in proposal preparation.
  • Customer Relationship Management Experience
  • Current or previous ORNL experience
  • Proficiency in office computer systems and software applications such as Microsoft Office/Outlook
  • Demonstrated organizational skills
  • Familiarity with project management and agile management principles
  • Excellent written and oral communication skills
  • Motivated self-starter with the ability to work independently and to participate creatively in collaborative teams across the laboratory 
  • Ability to function well in a fast-paced research environment, set priorities to accomplish multiple tasks within deadlines, and adapt to ever changing needs

 

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.


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