Requisition Id9792

The Computing & Computational Sciences Directorate at Oak Ridge National Laboratory (ORNL) seeks to hire an administrative assistant to support groups within the National Center for Computational Sciences Division. This position will have a range of responsibilities to ORNL sponsors and external collaborators that require frequent coordination and interaction a courteous and professional demeanor and will need to be highly skilled in procurement. This position will report to the CCSD Administrative Services Coordinator.

Major Duties/Responsibilities:

The selected candidate will perform a full range of office/administrative functions supporting directorate-wide needs. This assignment may require the candidate to:

• 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 and/or in-person.
• Plan schedule support and close-out interviews in support of our recruitment efforts.
• Coordinate sensitive project calls requested by the User Access Outreach and Communication groups.
• Support management and group(s) in daily matters to gather/disseminate information.
• Provide an extensive amount of subcontract and procurement support for NCCS.
• Coordinate/organize activities and assist in the facilitation of major lab-level deliverables.
• Assist with proposal process report 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.
• Coordinate PAS requests in support of interviews as well as equipment installation and maintenance.
• Establish and manage records systems.
• Assure compliance with office procedures and guidelines.
• Handle sensitive and personally identifiable information according to established procedures.
• Provide consistent phone coverage.
• Provide support to division office during absences of division administrative assistant.
• Assist other administrative support staff as needed with support duties as assigned.
• Work effectively with other section and division personnel.

Basic Qualifications:

The position requires a minimum of two years of administrative experience and a High School diploma. Participants must have excellent interpersonal communications skills (verbal and written) and the ability to interact diplomatically and tactfully with people at all levels both within and outside the laboratory.

The successful candidate must also:

• Demonstrate initiative and can work flexible work schedules to maintain consistent support during core hours.
• 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. Exhibit concern for others and have experience dealing with various personalities backgrounds and ethnicities in a multi-level multi-disciplinary scientific environment.
• Administrative support requires proficiency in the following software systems: Microsoft Office Suite (Word Excel PowerPoint Outlook) and Adobe Acrobat and the ability to learn various ORNL internal business systems.

Qualifications Preferred:

Applicants with prior experience working in a research facility will be given further consideration. In addition experience arranging/coordinating meetings workshops conferences onsite visits and domestic/international travel. Experience with ORNL business systems preferred.

For more information about our benefits working here and living here visit the About tab atjobs.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.