Division Administrative Assistant, Environmental Protection Services Division

Requisition Id13574

Overview:

The Oak Ridge National Laboratory (ORNL) seeks to hire a Division Administrative Assistant for the Director of the Environmental Protection Service Division (EPSD) in the Environmental, Safety, Health and Quality (ESH&Q) Directorate. Under limited management supervision, the successful candidate will perform administrative tasks required for the efficient execution in support of ESH&Q's mission.

Major Duties/Responsibilities:

Responsibilities of the position include, but are not limited to:

• Assist in managing meetings, including establishing priorities and resolving scheduling of personnel, conference rooms, vehicles, and other resources for the EPSD Division Director and staff.
  
• Assist with the recruiting and hiring process, including coordination of interview schedules, site access and onboarding.
  
• Manage information flow and communications with external and internal contacts including setting up appointments and calendar invitations.
  
• Prepare and review a variety of written and electronic materials per company policy and guidelines.
  
• Coordinate and prepare domestic travel requests, including reservations, conference registration, transportation, and expense settlement according to ORNL guidelines.
  
• Plan and coordinate on-site and off-site meetings, workshops, conferences and related services.
  
• Maintain a consistent, reliable work schedule during core hours to meet needs of staff.
  
• Maintain a professional office atmosphere; greet and receive visitors (in person and over the phone) in a professional, courteous manner.
  
• Ensure reports and correspondence are in accordance with established UT-Battelle/ORNL guidelines. Advise on office procedures and preparation and handling of correspondence including information protection and records management requirements for documents.
  
• Maintain proficiency in a wide range of ORNL business systems, processes, and policies, and frequently uses ORNL administrative systems, including SAP, SuccessFactors, ORNL Buy, PAS, E-Prop, TimeTracker, TravX, etc.
  
• Develop tracking methods to track completion of action items, deliverables, and other tasks assigned to management and staff. Advise EPSD Director and staff of items needing attention.
  
• Showcase utmost discretion and maintain confidentiality, both internally and externally, with a strong commitment to the implementation and perpetuation of values and ethics.
  
• Work on multiple tasks in a limited amount of time in a fast-paced environment and having the ability to set priorities appropriately to accomplish multiple tasks.
  
• Order and maintain office supplies.
  
• Coordinate in-house work environment requests such as furniture requests, office maintenance needs
  
• Organize Division staff meetings and maintain meeting notes as needed.
  
• Serve as a backup when needed for ESH&Q Directorate Office.
  
• Perform other duties as assigned by Division Director.
  
• 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 7 years of relevant office or administrative support experience, or an equivalent combination of education, training, and experience.
  
• Excellent interpersonal, oral, and written communication skills
  
• Knowledge of administrative policies and procedures
  
• Proficient in office computer systems and software packages (Microsoft Office: Word, PowerPoint, Outlook, Excel and Access) including word processing, presentations, spreadsheets, databases, grammar, punctuation, and spelling
  

Preferred Qualifications:

• AS Degree in Business Administration or related field
  
• Ability to set priorities, multi-task, and adapt to ever-changing needs
  
• Experience with or the ability to learn the ORNL systems :
  
  • SAP (maintain and audit data, review costs, information and transactions)
    
  • PAS (process visit passes or assignments for U.S. and non-U.S. citizens and guests)
    
  • ORNL Buy (order supplies through purchase orders and purchase requisitions)
    
  • PALS (input work and absence hours for group if absent or on travel)
    
• 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.
  

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: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.

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