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Senior Administrative Assistant to the Director & Vice Provost for the Oak Ridge Institute (ORI)

Date: Jun 8, 2021

Location: Oak Ridge, TN, US, 37830

Company: Oak Ridge National Laboratory

Requisition Id 5989 

Purpose:

The Oak Ridge National Laboratory (ORNL) seeks to hire a Senior Administrative Assistant to support the Director and Vice Provost for the Oak Ridge Institute (ORI).

 

Major Duties/Responsibilities:

The successful candidate will be responsible for effective management of an executive office while performing a full range of administrative functions in support of the Director and Vice Provost for ORI. Functions include maintaining the calendars of activities by scheduling appointments, arranging meetings, coordinating travel plans and completing travel expenses, reviewing emails and screening calls and routing to appropriate staff members. Coordinate administrative functions and work with other administrative staff within ORNL and the University of Tennessee.

 

Other responsibilities of the position include, but are not limited to:

• Establish and maintain effective working relationship with internal and external contacts (including Department of Energy (DOE), DOE contractors, and universities, etc.).

• Respond to inquiries from internal and external sources and coordinate activities between directorates and outside parties.

• Interact with company personnel at all organizational levels to gather information and prepare reports.

• Prepare and process electronic forms.

• Work closely with the Business Manager to ensure accuracy of corporate expenditures and other office expenses.

• Attend staff meetings as appropriate; document and track action items, disseminate meeting notes, and assist in implementation. Maintain and control business sensitive and confidential files.

• Handle incoming telephone calls, fax, emails, walk-ins, and correspondence in a responsive and professional manner; initiate calls to obtain, verify, and exchange information and disseminates information as appropriate, or refer to others.

• Plan and coordinate workshops, conferences, informational meetings, proceedings and seminars; schedule personnel, facilities and related services and assist in communication with attendees, coordinating social activities, transportation, lodging, and meeting agendas as required.

• Assist in the development of marketing and communication materials, including PowerPoint presentations, brochures, posters, promotional items, web materials, and other marketing materials as required.

• Maintain a strong commitment to the implementation and perpetuation of the ORI mission, values and ethics.

 

Qualifications Required:

• Requires a high school diploma and a minimum of 10 years of administrative experience in prior responsible administrative support positions to higher levels of management and demonstrated a high degree of expertise in office management and administration.

• An equivalent combination of education, training, and experience will be considered.

• Experience in leading an administrative office of other office and clerical assistants is required.

• Expertise and previous experience in planning, scheduling, and coordinating workshops, conferences, meetings, and seminars is required.
 

Preferred Qualifications:

• An Associate Degree in secretarial sciences, business administration, or related field and/or applicable professional certification is desired.

• High degree of proficiency in Microsoft Office Suite (which includes Outlook, Word, PowerPoint and Excel) with specific experience in Outlook and developing and editing PowerPoint presentations. Must be willing to learn a variety of business and computer systems.

• Must have a thorough working knowledge of administrative policies and procedures.

• Requires proficiency with computer systems and their applications and experience arranging domestic and foreign travel.

• Excellent human relations, critical thinking, oral and written communication skills are necessary.

• 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 and to complete tasks or projects with limited or vague details.

• Excellent written and oral communication skills are important as well as the ability to develop and manage professional relationships with team members and customers

• Experience with or the ability to learn the following ORNL systems is desired:

- PAS (process visitor passes or assignments for U. S. and non-U.S. citizens and guests)

- TravX (complete travel reservations and expenses)

- Marketplace (order supplies through purchase orders, purchase requisitions, and create subcontracts)

- PALS (input work and absence hours for group if absence or on travel)

- ePROP (Property Management System)

- SBMS (Standard Based Management Systems)

- UCAMS (request/change access to ORNL computer systems)

• May be required to obtain company credit card (P-card) for approved purchases.

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