Administrative Assistant

Requisition Id15791

This is an evergreen position. We are continually reviewing applications to fill potential openings as they arise. Apply today to be part of our dynamic environment.

We are seeking Administrative Assistants to join Oak Ridge National Laboratory, providing administrative support to science and operations organizations.

• Information and Communication Management:
  Efficiently manage information flow and communications, ensuring alignment with the Division Administrative Assistant and other administrative staff.
• Professional Office Ambiance:
  Maintain a professional and welcoming office atmosphere, greeting visitors courteously in person or via phone.
• Calendar Management:
  Schedule and manage complex calendars, prioritizing appointments, meetings, and conferences.
• Visit Coordination:
  Organize visits, including travel arrangements, site access, and agenda management in compliance with ORNL guidelines.
• Recruitment and Onboarding Support:
  Coordinate interview schedules, site access, and onboarding activities.
• Travel and Expense Management:
  Arrange domestic and international travel, including reservations, conference registrations, and expense settlement, following ORNL policies.
• Technical Documentation:
  Format and prepare technical documents, correspondence, and reports with accuracy and professionalism. Conduct grammatical checks, proofread materials, and ensure compliance with organizational standards, requiring exceptional attention to detail.
• Process Coordination:
  Oversee key division processes, such as telecommunications coordination, the dosimeter quarterly exchange, and sections organizational charts.
• Event Planning:
  Plan and coordinate on-site and off-site meetings, workshops, conferences, and events.
• Compliance and Procedures:
  Ensure adherence to office procedures and organizational guidelines.
• Acquisitions and Subcontracts:
  Manage requisitions, purchase orders, and subcontracts for the group.
• Monthly Reporting:
  Compile and distribute monthly performance reports.
• Team
  
  Collaboration:
  
  Provide backup support to the division office and collaborate with other administrative staff as needed.
• Special Projects:
  Participate in and support special projects and assignments as required.

• A high school diploma with at least two years of relevant administrative experience.
• Proficiency in administrative software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat. Ability to learn ORNL business systems.
• Strong interpersonal and communication skills to interact tactfully with staff and external visitors.
• Demonstrated experience in technical document formatting, professional correspondence preparation, and proofreading with a focus on accuracy and clarity.
• Ability to manage multiple priorities in a dynamic environment with professionalism and discretion.
• Excellent organizational skills and attention to detail.

• Prior administrative experience in a multi-disciplinary, scientific, or technical setting.
• Familiarity with ORNL processes and systems.
• 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.

Visa sponsorship is not available for this position.

• This position requires the ability to obtain and maintain an HSPD-12 PIV badge.
• For employment at Oak Ridge National Laboratory (ORNL), a Real  form of identification will be required.
• Additionally, ORNL is subject to Department of Energy (DOE) access restrictions. All employees must also be able to obtain and maintain a federal Personal Identity Verification (PIV) card as mandated by Homeland Security Presidential Directive 12 (HSPD-12) and Department of Energy (DOE) Order 473.1A, which requires a favorable post-employment background investigation.
• To obtain this credential, new employees must successfully complete and pass a Federal Tier 1 background check investigation. This investigation includes a declaration of illegal drug activities, including use, supply, possession, or manufacture within the last year. This includes marijuana and cannabis derivatives, which are still considered illegal under federal law, regardless of state laws.

As a U.S. Department of Energy (DOE) Office of Science national laboratory, ORNL has an impressive 80-year legacy of addressing the nation's most pressing challenges. Our team is made up of over 7,000 dedicated and innovative individuals! Our goal is to create an environment where a variety of perspectives and backgrounds are valued, ensuring ORNL is known as a top choice for employment.

These principles are essential for supporting our broader mission to drive scientific breakthroughs and…