Requisition Id 10486

Overview:

Oak Ridge National Laboratory’s (ORNL) High Flux Isotope Reactor (HFIR) is one of the nation’s most important nuclear facilities, providing world-leading capabilities for neutron scattering; producing isotopes for medicine, industry, and research; and providing a powerful tool for studying irradiated materials and analyzing trace elements in the environment.

HFIR’s continued long-term service requires replacement of the reactor elements, such as the pressure vessel and beryllium reflector. Successful, timely execution of HFIR upgrades is a top priority for ORNL, and such replacements require extensive preparation.

The HFIR Upgrade Project Office will be responsible for planning and eventually executing HFIR upgrades to enable life extension of HFIR well past the turn of the century as well as the establishment of new scientific capabilities. The position will report to the Director of the HFIR Upgrade Project Office.

To learn more about HFIR at ORNL, go to: https://neutrons.ornl.gov/hfir.

We are seeking a highly qualified administrative assistant who will provide support to the HFIR Upgrade Project Office at HFIR.

Major Duties/Responsibilities:

The selected candidate will perform a full range of office/administrative functions to the HFIR Upgrade Project Office. This assignment may require the candidate to:

• 
  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; maintain background information for calendar items.
• Assist with planning and help track key activities and deliverables for the office.
• Manage information flow and communications.
• Maintain a professional office atmosphere; greet and receive visitors (in person and over the phone) in a professional, courteous manner.
• 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.
• Prepare and review a variety of written materials per company policy and guidelines.
• Assist the manager with recruiting and hiring, including coordinating interview schedules, site access, and onboarding.
• Coordinate and prepare domestic and international travel requests, including reservations, conference registration, transportation, and expense settlement, according to ORNL guidelines.

• Handle travel and clearance arrangements for meetings.
• Plan and coordinate on-site and off-site reviews, meetings, workshops, conferences, and related services.
• Initiates and maintains commitment/suspense system to track important correspondence from DOE, ORNL, or other outside agencies.
• Coordinates and follows up on actions/responses to correspondence or deadlines to ensure compliance.
• Create and maintain electronic filing systems and hard-copy materials systems as needed. Codes, records, and establish a period-of-retention system.
• Create and manage the acquisitions and subcontracts for the office.
• Create and maintain organizational charts internally and on external communications sites.
• Assist other administrative support staff as needed with support duties as assigned.
• Assist with special projects and assignments as needed.
• Handle sensitive and personally identifiable information according to established procedures.
• Exercise discretion with confidential matters.
• Maintain a consistent, reliable work schedule during core hours ( 9:00 a.m. – 3:00 p.m.) to meet the needs of staff.

Basic Qualifications:

• A high school diploma and a minimum of seven years of relevant experience. A combination of education and experience may also be considered.
• Candidates 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.
• 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.

Preferred Qualifications:

• Associate 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, Smart Services, E-Prop, ePlan, UCAMS, PALS, Travel, etc., is preferred.
• Current ORNL staff will receive hiring preference.

For more information about our benefits, working, and living here, visit the “About” tab at https://jobs.ornl.gov/.

This position is a Workplace Substance Abuse program (WSAP) testing designed position that requires passing a pre-placement drug test and participation in an ongoing random drug testing program in which employees are subject to being randomly selected for testing. The occupant of this position will also be subject to an ongoing requirement to report to ORNL and drug-related arrest or conviction or receipt of a positive drug test result.

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.