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Oak Ridge National Laboratory · 12 hours ago

Administrative Assistant

Oak Ridge, TN

Full-time

Onsite

Entry Level

2+ years exp

Oak Ridge National Laboratory is a U.S. Department of Energy national laboratory seeking Administrative Assistants to provide support to science and operations organizations. The role involves managing information flow, scheduling, event planning, and ensuring compliance with organizational procedures.

Advanced MaterialsClean EnergyEnergyEnergy ManagementManufacturingNuclearRenewable Energy

No H1B

Security Clearance Required

U.S. Citizen Only

Responsibilities

Efficiently manage information flow and communications, ensuring alignment with the Division Administrative Assistant and other administrative staff

Maintain a professional and welcoming office atmosphere, greeting visitors courteously in person or via phone

Schedule and manage complex calendars, prioritizing appointments, meetings, and conferences

Organize visits, including travel arrangements, site access, and agenda management in compliance with ORNL guidelines

Coordinate interview schedules, site access, and onboarding activities

Arrange domestic and international travel, including reservations, conference registrations, and expense settlement, following ORNL policies

Format and prepare technical documents, correspondence, and reports with accuracy and professionalism. Conduct grammatical checks, proofread materials, and ensure compliance with organizational standards, requiring exceptional attention to detail

Oversee key division processes, such as telecommunications coordination, the dosimeter quarterly exchange, and sections organizational charts

Plan and coordinate on-site and off-site meetings, workshops, conferences, and events

Ensure adherence to office procedures and organizational guidelines

Manage requisitions, purchase orders, and subcontracts for the group

Compile and distribute monthly performance reports

Provide backup support to the division office and collaborate with other administrative staff as needed

Participate in and support special projects and assignments as required

Qualification

Microsoft Office SuiteTechnical document formattingInterpersonal skillsOrganizational skillsAttention to detail

Required

A high school diploma with at least two years of relevant administrative experience

Proficiency in administrative software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat. Ability to learn ORNL business systems

Strong interpersonal and communication skills to interact tactfully with staff and external visitors

Demonstrated experience in technical document formatting, professional correspondence preparation, and proofreading with a focus on accuracy and clarity

Ability to manage multiple priorities in a dynamic environment with professionalism and discretion

Excellent organizational skills and attention to detail

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

Prior administrative experience in a multi-disciplinary, scientific, or technical setting

Familiarity with ORNL processes and systems

Q or L clearance: This position requires the ability to obtain and maintain a clearance from the Department of Energy. As such, this position is a Workplace Substance Abuse (WSAP) testing designated position. WSAP positions require passing a pre-placement drug test and participation in an ongoing random drug testing program