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Oak Ridge National Laboratory · 3 days ago

OAS Administrative Associate

Oak Ridge, TN

Full-time

Onsite

Entry Level

2+ years exp

Oak Ridge National Laboratory (ORNL) is seeking talented administrative professionals to join their dynamic Office of Administrative Services (OAS) Program. The OAS Administrative Associate will support diverse administrative functions, manage communications, and assist with various tasks to ensure smooth operations across the organization.

Advanced MaterialsClean EnergyEnergyEnergy ManagementManufacturingNuclearRenewable Energy

No H1B

U.S. Citizen Only

Responsibilities

Oversee the management of incoming and outgoing information, ensuring timely and efficient communications throughout the company

Maintain complex calendars that include appointments, meetings, and conferences, demonstrating exceptional prioritization and organizational skills

Coordinate onsite interviews, from booking conference rooms and preparing the necessary documents to managing site access

Provide comprehensive support to management and teams by gathering and disseminating information, organizing activities, and facilitating workloads

Assist with the preparation of proposals, reports, and presentations through meticulous data gathering, file consolidation, and ensuring document consistency

Arrange domestic and international travel for staff and guests, ensuring all logistics are managed seamlessly

Establish and manage records systems that comply with office procedures and guidelines, maintaining accuracy and regulatory adherence

Handle sensitive and personally identifiable information with utmost care and in accordance with established procedures

Deliver consistent phone coverage to support internal departments and maintain smooth business operations

Assist other administrative support staff as needed with support duties as assigned

Align behaviors, priorities, and interactions with ORNL's 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

Qualification

Microsoft Office SuiteAdministrative experienceCalendar managementTravel coordinationInterpersonal skillsCommunication skillsOrganizational skillsAdaptability

Required

High School diploma

Excellent interpersonal and communication skills (verbal and written)

Ability to interact diplomatically and tactfully with individuals at all levels, both within and outside the laboratory

Initiative and flexibility to work varying schedules, including shifts starting as early as 7:00 a.m

Willingness and ability to learn and perform various tasks, adapting to new assignments

Ability to manage multiple tasks in a fast-paced and dynamic environment

Experience dealing with various personalities, backgrounds, and ethnicities in a multi-level, multi-disciplinary, scientific environment

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Candidates selected for an interview will undergo a Microsoft skills assessment

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

Preferred

2 years of administrative experience preferred

Prior experience working in a research facility is advantageous

Experience in arranging/coordinating meetings, workshops, conferences, onsite visits, domestic/international travel, Access, and web maintenance tools is a plus