Administrative Assistant, Protective Force Group

Requisition Id 14038 

Overview:  

The Protective Force Administrative Assistant (AA) serves as the first point of contact for the organization. This role is versatile and encompasses a wide range of tasks. The ideal candidate will be efficient, meticulous, and skilled in the development and maintenance of interpersonal relationships. The ideal candidate will possess cognitive abilities ensure the thorough, timely, and accurate accomplishment of a broad range of work. This candidate will also exhibit critical thinking skills, capable of understanding complex policies, industry standards, and government regulations to support efforts to achieve and maintain program compliance.

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 6,000 people! Our diverse capabilities span a broad spectrum of scientific and engineering disciplines, enabling the laboratory to explore fundamental science challenges and to carry out the research needed to accelerate the delivery of solutions to the marketplace. The Protective Force provides routine and emergency duties to protect critical national security assets, property, classified matter, and people from identified threats.

Major Duties/Responsibilities: 

• Technology: Must be able to use software programs and internal systems.

• Technical Skills: Will prepare informal and formal correspondence in a variety of formats, to include mandated reporting for use by DOE executives and staff. 

• Classification: Will work with classified materials. Prior designation as a Derivative Classifier is preferred, however designation may be acquired post-hiring.

• Reports: Will maintain performance data and submit mandated reporting to DOE and ORNL executive components.

• Meetings: Will schedule meetings, reserve meeting space, manage visitor access, prepare agendas and itineraries, record meeting minutes, and disseminate post-meeting outcomes.

• Recruiting: Assist with the recruiting and hiring process, including coordination of interview schedules, site access and onboarding.  

• Communication: Will answer phones, respond to emails, and coordinate with vendors.

• Record Keeping: Will maintain filing systems and databases, and update records.

• Travel: Will make travel arrangements for staff, including flight, hotel, and rental car reservations.

• Event Planning: Will plan events, make formal invites, and coordinate supplies, food, equipment, and logistics.

• Office/Facility: Purchase office supplies, manage inventory, address facility issues or needs.

• Deliver ORNL’s mission by aligning behaviors, priorities, and interactions with our core values of Impact, Integrity, Teamwork, Safety, and Service. Promote diversity, equity, inclusion, and accessibility by fostering a respectful workplace – in how we treat one another, work together, and measure success.

Basic Qualifications:

• High school diploma with a minimum of 5 years of relevant experience

• Must have advanced skills in Microsoft products to include PowerPoint, Word, Teams, and Excel (Project Professional is a plus).

 Preferred Qualifications:

• Associates Degree

• Certified Administrative Professional (CAP) or Microsoft Office Specialist (MOS) certification.

• 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.

• Interpersonal skills, professional and courteous demeanor, excellent office and phone etiquette, and the ability to diffuse tense situations.

• Proficient technical editing skills are required.

• Digital literacy and research skills, including the ability to analyze the reliability of information.

• Make administrative decisions and judgments, within realm of responsibility and authority.

• Time management, multitasking, flexibility, and organizational skills.

• Attention to detail.

• Ability to work well under pressure and meet deadlines.

• Proactive approach to problem-solving and process improvement.

• Ability to work well independently and in collaboration with others.

Special Requirements:

• HSPD-12 PIV badge: This position requires the ability to obtain and maintain an HSPD-12 PIV badge.

•  Q clearance: This position requires the ability to obtain and maintain a clearance from the Department of Energy. As such, this position is a Workplace Substance Abuse (WSAP) testing designated position. WSAP positions require passing a pre-placement drug test and participation in an ongoing random drug testing program.

Benefits at ORNL: 

ORNL offers competitive pay and benefits programs to attract and retain talented people. The laboratory offers many employee benefits, including medical and retirement plans and flexible work hours, to help you and your family live happy and healthy. Employee amenities such as on-site fitness, banking, and cafeteria facilities are also provided for 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.