Senior Administrative Assistant, Office of Integrated Performance Management

Requisition Id15096

Level: AN04

Overview:

The Office of Integrated Performance Management (OIPM) at Oak Ridge National Laboratory (ORNL) seeks to hire a Senior Administrative Assistant. The position will report to the Director of OIPM.). The OIPM supports the Laboratory Director's Office in supporting strategic planning, discretionary resource allocation, and organizational performance management. In this role, you will provide administrative leadership and support to the Director (including as needed peak support to the Director for the Office of Institutional Strategic Planning (OISP), Group/Team Leaders, and Program Managers within OIPM. You will also provide back-up administrative support to the Deputy for S&T and Deputy for Operations assistants as needed. You will assume significant responsibility for office management and take initiative to perform a full range of administrative duties.

Major Duties/Responsibilities:

• Maintain the Director's electronic calendars by scheduling appointments, arranging meetings, resolving scheduling conflicts of personnel, conference rooms, vehicles, and other resources, organizing and prioritizing as needed; maintaining background information for calendar items.
• Monitor e-mails for the Director, identifying and following up on action items as needed.
• Assist with planning and help track key activities and deliverables.
• Route phone calls to responsible personnel in an efficient manner; initiate calls to obtain, verify, and exchange information and disseminate information as appropriate or refer information/callers to other staff members.
• Maintain a professional office atmosphere; greet and receive visitors (in person and over the phone) in a businesslike, courteous manner; establish and maintain effective working relationships with internal staff members and external contacts including senior level executives and DOE Oak Ridge Site Office.
• Maintain and set up office paper and electronic files. Prepare correspondence, reports, and presentation materials according to ORNL guidelines and via various computer software packages (primarily Microsoft Office), review all signature items (both hardcopy and electronic) for accuracy and completeness and request revisions as necessary.
• Assure all reports and presentations are grammatically correct and conform to appropriate standards and contain authorized signatures; correspondence should be carefully proofread and revised as needed before obtaining final signatures. Review documents from other personnel for accuracy, interact with personnel at all organizational levels to gather information to prepare correspondence, reports, and presentations.
• Utilize and act as the resource and expert for OIPM on various ORNL Administrative systems including SAP, PALS, PAS, TRAVX, ORNL Buy,e-Prop, SuccessFactors, UCAMS, etc.
• Coordinate and prepare domestic and international travel requests including reservations, conference registration, transportation, expense settlements, and visas according to ORNL guidelines.
• Plan and coordinate on and off-site meetings, workshops, conferences, informational meetings, All-Hands, celebrations, and schedule facilities, refreshments, transportation, and related services. Assist in communication with attendees and coordinate with the conference office utilizing ORNL guidelines.
• Keep current on ORNL business rules, procedures, etc.; help maintain updates for OIPM Website; act as Division Telecommunications Coordinator, Division Training Officer, Division Computer Security Officer, Division Clearance Security Coordinator, and P-Card holder for the divisions.
• Demonstrate concern for people and experience dealing with diverse personalities and backgrounds in a multi-level scientific environment. Ensure compliance with environment, safety, health, and quality program requirements.
• Maintain strong commitment to the implementation and perpetuation of values and ethics.
• Deliver ORNL's mission by aligning behaviors, priorities, and interactions with our core values of Impact, Integrity, Teamwork, Safety, and Service. Promote equal opportunity 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 seven years of relevant administrative support experience
• Thorough working knowledge of administrative policies and procedures
• Excellent interpersonal skills and oral and written communication skills
• Ability to maintain a consistent work schedule during core hours to meet the needs of staff
• Working knowledge of Microsoft Office software
• Proven ability to function well in a fast-paced environment that deals with many visitors
• Must be able to set priorities, multi-task and adapt to ever-changing needMay be required to obtain and maintain a company credit card (P-card) for approved purchases.

Preferred Qualifications:

• Associate's degree in secretarial sciences, business administration, or related field and/or applicable professional certification in one or more Microsoft Office applications is desired.
• Knowledge of both the foreign and domestic travel systems and US Department of Energy policies and procedures.
• Familiarity with ORNL administrative systems, including SAP, PAS, ORNL Buy, SuccessFactors, E-Prop, ePlan, UCAMS, PALS, Travel, etc., is preferred.
• Current ORNL staff will receive hiring preference.

Special Requirements:

Visa sponsorship is not available for this position.

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.

If you have difficulty using the online application system or need an accommodation to apply due to a disability, please email: ORNLRecruiting@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.