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Group Administrative Support, Safeguards & Security, LPD Systems and Export Control

Date: Jun 22, 2022

Location: Oak Ridge, TN, US, 37830

Company: Oak Ridge National Laboratory

Requisition Id 8490 

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

 

Overview:

The Laboratory Protection Division (LPD) at the Oak Ridge National Laboratory (ORNL) seeks to hire an Administrative Assistant to support multiple groups within LPD.  This position, in collaboration with other support staff, provides duties for three Group Leaders (Safeguards and Security, LPD Systems, and Export Control), and support personnel.  The personnel assigned to these groups have a wide range of responsibilities to ORNL, sponsors, and external collaborators that require frequent coordination and interaction.  This position will reside in building 6011 and reports to the Safeguards & Security Group Leader.

 

Major Duties/Responsibilities:

Under general supervision, the Group Administrator is responsible for performing a full range of administrative functions in support of business needs to relieve the Group Leader, Team Leads, and staff members of administrative details.  Functions include managing information flow and communications with external and internal contacts; preparing a variety of written materials according to company policy and guidelines; establishing and managing records systems; assuring compliance with office procedures and guidelines; establishing priorities and resolving scheduling of personnel, conference rooms, and other resources.  Position requires arranging travel for staff, providing consistent phone coverage, and maintaining a professional office atmosphere; preparation of purchase requisitions to request materials and services; participating in planning conferences, meetings; scheduling facilities and related services, and assisting in communications with attendees.

 

Qualifications Required:

Due to the interface with technical subject matter experts and Laboratory leadership, an Associate degree is required; in lieu of an Associate degree, previous experience as an Administrative Support person is required. Proficiency in office computer systems and software applications (Microsoft Office/Outlook experience preferred), including but not limited to, word processing, presentations, spreadsheets, databases, flow charting, general office procedures, grammar, punctuation, and spelling. Must have a thorough working knowledge of administrative policies and procedures; and good human relations and communications skills, both verbal and written.

The successful candidate will have most, if not all, of the following experience, attributes, and abilities.

  • Provide professional demeanor and presence (internal and external) to promote a business-like environment.

  • Demonstrate concern for people and experience dealing with diverse personalities and backgrounds in a multi-level, scientific environment

  • Provide back-up support to the Division Secretary and/or other group secretaries.

  • Demonstrate initiative and can work flexible work schedule to maintain consistent support during core hours.

  • Ability to set priorities appropriately to accomplish multiple tasks to meeting deadlines.

  • Exhibit a willingness and ability to learn/perform various tasks, as new assignments are delegated.

  • Work on multiple tasks in a limited amount of time, often within a fast-paced and dynamic environment.

  • Act, as authorized, during supervisor’s absence to ensure requests are relayed t appropriate personnel.

  • Works continuously with sensitive unclassified information and strict need-to-know requirements.

  • Creates/edits large documents, security plans, official correspondences, and maintain a filing system and databases as required.  

  • Develop presentations and summaries from written or verbal information.

  • Exhibit concern for others and have experience dealing with various personalities, backgrounds, and ethnicities in multi-level, multi-disciplinary, scientific environments.

  • Manage information flow and communications.

  • Schedule and maintain complex calendar(s) of appointments, meetings, and conferences, while determining scheduling priorities.

  • Plan visits for sponsors, external collaborators, and interview candidates virtually/physically.

  • Support management and group(s) in daily matters to gather/disseminate information.

  • Assist with proposal processes, reports, and presentation tasks to include gathering data, combining multiple files, and ensuring consistency in final documentation(s). Prepare a variety of written materials, numeric reports, and presentations.

  • Utilize various online communication tools such as, SAP, PAS, Smart Services, Marketplace, PALS, PTS TRAVx, ePROP, ePlan, UCAMS, Facility Service Center, Ariba, and Conference Planning Tool.

 

Q or L 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.

 

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