Requisition Id13069

Overview:

The Computational Sciences and Engineering Division (CSED) focuses on transdisciplinary computational science and analytics at scale to enable scientific discovery across the physical sciences engineered systems and biomedicine and health. It provides foundations and advances in quantum information sciences to enable quantum computers devices and networked systems. It also develops community applications data assets and technologies and provides assurance to build knowledge and impact in novel crosscut science outcomes.

We are seeking a highly qualified Senior Administrative Assistant to support the Division Director and division staff. The successful candidate will assume significant responsibility for office management and take the initiative to perform a full range of administrative duties. This position resides in CSED in the Computing & Computational Sciences Directorate (CCSD) at Oak Ridge National Laboratory (ORNL).

Major Duties/Responsibilities:

Under limited supervision this position is responsible for the effective management and operation of the CSED office and for performing a wide variety of administrative functions including:

• Assist the CSE Division Director in managing communications through access and response to email request actions.
• Assist the Division Director with the recruiting and hiring process including coordination of interview schedules site access and onboarding.
• Track coordinate and follow actions/responses for the Division Director to ensure timely completion.
• Make administrative decisions and judgments within the realm of responsibility and authority using tact and discretion.
• Take action as authorized during the Division Directors absence to ensure requests for action/information are relayed to appropriate sources; interpret and prioritize requests help implement actions and ensure that correct information is furnished.
• Assist managers and staff in coordinating visits including coordinating travel according to ORNL guidelines coordinating site access and setting and managing agendas and seminars.
• Coordinate and prepare domestic and international 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
• Manage information flow and communications with external and internal contacts including setting up appointments and calendar invitations.
• Prepare and review a variety of written materials per company policy and guidelines
• Act as a control point for incoming and outgoing divisional correspondence; proofread all outgoing correspondence (including format grammar punctuation spelling etc.) and ensure proper routing of approvals.
• Maintain a professional office atmosphere; greet and receive visitors (in person and over the phone) in a professional courteous manner.
• Exercise discretion with confidential matters.
• 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 using SharePoint or Confluence.
• Work on multiple tasks in a limited amount of time in a fast-paced environment.
• Set priorities appropriately anticipate needs and requests and be able to meet changing deadlines. Maintain DOE directives/standards and training requirements.
• Create requisitions and purchase orders based on appropriate ORNL guidelines.
• Establish priorities and resolve scheduling of personnel conference rooms vehicles and other resources. Assist with special projects and assignments as needed.
• Assist with proposal submissions (i.e. DOE LDRD SPP etc.).
• Cover the directorate office as needed. Assist with coordination of administrative support staff across the division. This may include participating in screening interviewing and selecting administrative support staff
• Assist in the onboarding process and training of new administrative staff.
• Receive sort and route mail (including e-mail); respond independently as appropriate; answer telephone and respond appropriately: relay messages answer inquiries offer assistance refer callers; initiate calls to obtain verify and exchange information.

Basic Qualifications:

• A high school diploma and a minimum of seven years in prior administrative support positions reporting to higher levels of management as well as a high degree of expertise in office management and administration.
• Proficiency is required in office computer systems and software applications such as the Microsoft Office Suite (Word Outlook PowerPoint and Excel) including word processing presentations (developing and editing) spreadsheets databases flow charts general office procedures grammar punctuation and spelling.
• Demonstrate a proven ability to function well in a fast-paced environment where deadlines must be met and interact with other employees and visitors at all levels in the organization. Must work well in a team environment.
• Incumbent must possess the ability to maintain a consistent work schedule during core hours to meet needs of staff and have the ability to work after normal business hours to meet deadlines.
• Must possess excellent interpersonal oral and written communication skills and maintain professionalism in a demanding environment.

Preferred Qualifications:

• AS or BS degree
• 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.

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 or call 1.866.963.9545.

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.