Core Team Administrator

Oak Ridge National Laboratory - Oak Ridge, TN

Full-time - Entry Level

Oak Ridge, TN

Professional, Scientific, and Technical Services

About the position

We are seeking a Core Team Administrator who will perform a full range of office management and administrative support for a Facilities Management Core Team and 40 to 50 Craft personnel. Functions include managing information flow and communications with internal and external contacts, preparing a variety of written materials, establishing, and maintaining records systems, assuring compliance with office procedures and guidelines. This position resides in a Complex, within the Facilities Management Division (FMD), Facilities and Operations Directorate at Oak Ridge National Laboratory (ORNL).

Responsibilities

• Maintain a professional office atmosphere; greet and receive visitors, support staff members and customers (in person, through electronic media, and over the phone) in a professional, supportive, and courteous manner.
• Coordinate daily overtime needs for multiple craft groups. Working with other Overtime Coordinators within Facilities Management group, ensure proper documentation of overtime in the OATS and PALS systems.
• Work with the accountable supervisor to provide Work Orders for Preventative Maintenance, document their completion, and maintain the accuracy of Complex PM system.
• Establish and maintain effective working relationships with internal staff members and external contacts. Create, implement, and maintain filing systems and databases as required, and keep filing current for the group.
• Assist in managing meetings, including establishing priorities and resolving scheduling of personnel, conference rooms, vehicles, and other resources.
• Manage information flow and communications with external and internal contacts including setting up appointments and calendar invitations.
• Assist the manager and hiring team with the recruiting and hiring process, including coordination of interview schedules, site access and onboarding.
• Create requisitions and purchases based on appropriate ORNL guidelines.
• Assist in preparing and managing internal project communications, including reports, photo journals, presentations and reviews.
• Assist in project management activities, including tracking and reporting on tasks, budgets, preparation of reports, presentations and project schedules.
• Exercise discretion with confidential matters.
• Maintain the internal Complex web page.
• 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.

Requirements

• A High School Diploma and 5-7 years of relevant experience
• Proficiency in office computer systems and software applications such as Microsoft Office/Outlook/Teams
• Excellent organizational, written and oral communication skills

Nice-to-haves

• Associate degree
• Motivated self-starter with the ability to work independently and to participate creatively in collaborative teams within the Complex and the Facilities Management Division.
• Ability to function well in a fast-paced, multi-faceted support environment, set priorities to accomplish multiple tasks within deadlines, and adapt to ever changing needs.
• Working knowledge of PALS, OATS, ORNL Buy, SBMS, TravX.
• Experience in designing analytics data systems (OLTP, etc.).
• Familiarity with Big Data and NoSQL architectures.
• Demonstrated experience with collecting, organizing, storing, and preparing data analysis.
• Ability to conduct tasks independently and communicate effectively to team members and stakeholders.
• Experience with health care informatics, and clinical data is highly desired.

Benefits

• Medical and retirement plans
• Flexible work hours
• On-site fitness, banking, and cafeteria facilities
• 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
• Employee Discounts