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Administrative Services Coordinator, CCSD

Date: May 12, 2022

Location: Oak Ridge, TN, US, 37830

Company: Oak Ridge National Laboratory

Requisition Id 8251 

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

 

Overview:

The Computing and Computational Sciences Directorate (CCSD) oversees Oak Ridge National Laboratory’s (ORNL’s) immense store of computing power and its talented staff of computational scientists and mathematicians, conducting state-of-the-art research and development in support of the Department of Energy’s (DOE’s) missions and programs.

CCSD seeks to hire an Administrative Services Coordinator (ASC). In this position, you will assume responsibility for performing a wide range of administrative management functions in a fast-paced and dynamic environment and lead the directorate’s administrative assistants by providing guidance, development, mentoring and coaching.  You will also maintain the directorate administrative calendar of activities by scheduling training seminars, speaking engagements, and ensuring consistent training with the directorate’s training and development team.  In the position you will work in conjunction with other ASCs and Executive Assistants (EA) to understand the training and development needs in each directorate.

 

Major Duties/Responsibilities: 

  • Supervise administrative assistants in assigned directorate including balancing workloads, seeking professional development opportunities, providing guidance, coaching, and mentoring.
  • Develop and implement a training program for new and existing administrative assistants with the support of the EAs, and Human Resources (HR)/Employee Organizational Development (EOD).
  • Establish and maintain effective working relationships with management at all levels to assess the mission needs for support staff.  Regularly respond to inquiries from internal sources and coordinate activities between other ASCs and directorates.
  • Interpret administrative and operating policies and procedures and provide guidance and support to directorate administrative assistants.  Develop and schedule training on office procedures and preparation and handling of correspondence and other business needs. Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or administrative practices.
  • Ensure administrative assistants follow established UT-Battelle/ORNL guidelines, to prepare reports and correspondence correctly including diction, grammar, spelling, and punctuation.
  • Centralize directorate administrative functions as appropriate to include task-based roles; create a “hub” for oversight (vehicles, conference rooms, education coordinator, telecommunications, training, etc.).
  • Collaborate with other ASCs and EAs to assemble the best available project teams and administrative resources for each project.
  • Communicate job expectations and project requirements to administrative assistants in the directorate.
  • Conduct performance reviews each year and take actions to correct or improve performance.
  • Promote networking and interactions with other administrative assistants and develop a community of practice utilizing existing resources with EOD.
  • Facilitate frequent meetings with EAs to obtain guidance on needs and changing administrative expectations.
  • Work with other directorates to cross-train administrative assistants to be able to provide assistance as needed.
  • Maintain a strong commitment to the implementation and perpetuation of values and ethics.

 

Qualifications Required: 

  • A Bachelor's degree in Business, Communications, or related field with 2 or more years of experience in administrative support positions to executive levels of management or equivalent education and experience
  • Demonstrated expertise and experience in office management and administrative leadership through a thorough working knowledge of administrative policies and procedures
  • Previous experience in planning, scheduling, and balancing workloads
  • Must be well organized and multi-task oriented
  • Must be able to manage and to adapt to rapidly changing priorities in a professional manner and must be willing and able to take initiative to address tasks or projects with appropriate support staff
  • Excellent human relations, critical thinking, written and oral communication skills as well as the ability to develop and manage professional relationships with staff and customers

 

Qualifications preferred: 

  • Familiarity with administrative systems, including ORNLBUY, Conference and Travel, PAS, PALS, ePROP, and UCAMS is preferred
  • Supervisory experience

 

Moving can be overwhelming and expensive. UT-Battelle offers a generous relocation package to ease the transition process. Domestic and international relocation assistance is available for certain positions. If invited to interview, be sure to ask your Recruiter (Talent Acquisition Partner) for details.
 
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