Core Team Administrator

Requisition Id 14369 

Overview: 

We are seeking a Core Team Administrator who will perform a full range of office management and administrative support for a Facilities Management Core Team and 40 to 50 Craft personnel.  Functions include managing information flow and communications with internal and external contacts, preparing a variety of written materials, establishing, and maintaining records systems, assuring compliance with office procedures and guidelines. This position resides in a Complex, within the Facilities Management Division (FMD), Facilities and Operations Directorate at Oak Ridge National Laboratory (ORNL).  

As part of our FMD Complex team, you will:

Major Duties/Responsibilities: 

• Maintain a professional office atmosphere; greet and receive visitors, support staff members and customers (in person, through electronic media, and over the phone) in a professional, supportive, and courteous manner.

• Coordinate daily overtime needs for multiple craft groups. Working with other Overtime Coordinators within Facilities Management group, ensure proper documentation of overtime in the OATS and PALS systems.

• Work with the accountable supervisor to provide Work Orders for Preventative Maintenance, document their completion, and maintain the accuracy of Complex PM system.

• 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.

• Assist in managing meetings, including establishing priorities and resolving scheduling of personnel, conference rooms, vehicles, and other resources.

• Manage information flow and communications with external and internal contacts including setting up appointments and calendar invitations.

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

• Create requisitions and purchases based on appropriate ORNL guidelines.

• Assist in preparing and managing internal project communications, including reports, photo journals, presentations and reviews.

• Assist in project management activities, including tracking and reporting on tasks, budgets, preparation of reports, presentations and project schedules.

• Exercise discretion with confidential matters.

• Maintain the internal Complex web page.

• 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:

• A High School Diploma and 5-7 years of relevant experience  

• Proficiency in office computer systems and software applications such as Microsoft Office/Outlook/Teams

• Excellent organizational, written and oral communication skills

Preferred Qualifications:

• Associate degree

• Motivated self-starter with the ability to work independently and to participate creatively in collaborative teams within the Complex and the Facilities Management Division.

• Ability to function well in a fast-paced, multi-faceted support environment, set priorities to accomplish multiple tasks within deadlines, and adapt to ever changing needs.

• Working knowledge of PALS, OATS, ORNL Buy, SBMS, TravX.

• Experience in designing analytics data systems (OLTP, etc.).

• Familiarity with Big Data and NoSQL architectures.

• Demonstrated experience with collecting, organizing, storing, and preparing data analysis.

• Ability to conduct tasks independently and communicate effectively to team members and stakeholders.

• Experience with health care informatics, and clinical data is highly desired.

Visa Sponsorship: Visa sponsorship is not available for this position.

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.