Administrative Associate

Requisition Id 17362

Overview:

The Data and Communication Services (D&CS) Group in the Fabrication, Instrumentation, and Inspection Division, Facilities and Operations Directorate at Oak Ridge National Laboratory (ORNL) is seeking an Administrative Associate. The Data and Communication Services Group and its many technical needs include Computing, Audio Visual, Network, Control Systems, Calibrations, and Maintenance. The selected individual will become part of a team-oriented group that possesses diverse skills, exceptional teamwork and customer service.

Major Duties/Responsibilities:

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

• Prepare, create, route, and process work orders (electronic and hard copy) by utilizing our asset tracking software, Facility Service Center (FSC).
• Acts as the overtime coordinator for the D&CS group processing overtime request, generating reports, managing discrepancies, and tracking the D&C overtime budget.
• Manage schedules for the Group Leader and supervisors using Outlook Calendar and other administrative systems.
• Track, coordinate, and follow actions/responses for the Group Leader to ensure timely completion.
• Coordinate travel of the D&CS group for domestic and foreign trips, including arrangements for transportation, lodging, and itineraries.
• Maintain office atmosphere in a professional and congenial manner and receive and assist visitors. Establish and maintain effective working relationships with internal and external contacts (research staff, contractors, universities, vendors, suppliers, etc.).
• Make administrative decisions and judgments within realm of responsibility and authority, using tact and discretion.
• Establish priorities and resolve conflicts in scheduling appointments and meetings.
• Interact with D&CS personnel and other support organizations to facilitate group activities.
• Act as control point for incoming and outgoing group correspondence; proofread all outgoing correspondence (including format, grammar, punctuation, spelling, etc.) and ensure proper routing of approvals.
• Create and maintain active file system in accordance with Laboratory procedures.
• Assist in preparation of highlights and communications supporting D&CS group objectives.
• Assist with coordination and team activities of administrative support staff across the division. This may include participation in coverage, division meetings, and special assignments.
• Receive, sort, 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.
• 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.
• Place supply orders and subcontracts for the group via purchase order or purchase card.
• Coordinate interview logistics and manage candidate/stakeholder communication.
• Support timekeeping operations assisting with time approval.
• Manage incoming phone calls for the group, triaging requests and routing callers to the appropriate teams.
• Provide proactive administrative support by anticipating teams’ needs and coordinating resources to ensure smooth day-to-day operations.

Basic Qualifications:

• A high school diploma and a minimum of five years of relevant experience.
• This position requires a high degree of expertise and job dedication in office functions, administrative work, organization, and time management gained through experience in prior positions.

Preferred Qualifications:

• Must possess excellent interpersonal, oral and written communication skills and maintain professionalism in a demanding environment.
• Must be able to work a consistent schedule during core hours (7:00 a.m. – 3:30 p.m.) and demonstrate flexibility in scheduling, as needed and with prior approval, to support operational deadlines.
• 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 environment, set priorities to accomplish multiple tasks within deadlines, and adapt to ever changing needs.
• Proficiency on PC software packages including Microsoft Office (which includes Teams, Word, PowerPoint, and Excel) as well as experience Abode, SAP, and other supporting software programs.
• Ability to type ~60wpm.
• Previous experience working with Union employees.

Special Requirements:

• 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 ID compliant 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.

About ORNL:

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 translate them into solutions for energy, environmental, and security challenges facing the nation.

ORNL offers competitive pay and benefits programs to attract and retain individuals who demonstrate exceptional work behaviors. The laboratory provides a range of employee benefits, including medical and retirement plans and flexible work hours, to support the well-being of you and your family. Employee amenities such as on-site fitness, banking, and cafeteria facilities are also available for added 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.

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.