Senior Administrative Assistant, Office of Research Education

Oak Ridge National Laboratory•Oak Ridge, TN

3d•Onsite

About The Position

Oak Ridge National Laboratory (ORNL) delivers scientific discoveries and technical breakthroughs needed to provide solutions in energy and national security and drive economic benefits for the nation. Our partnerships with U.S. Department of Energy (DOE) laboratories, universities, and industry enable us to accelerate science and innovation. The Office of Research Education (ORE) at Oak Ridge National Laboratory seeks to hire a Senior Administrative Assistant to provide full-time, dedicated administrative and project support exclusively to the Director of the Office of Research Education. This role offers an opportunity to provide dedicated, full-time administrative and project support to the Director of the Office of Research Education, ensuring seamless execution of priorities and initiatives in a dynamic and fast-paced environment.

Requirements

A high school diploma with 7-10 years of relevant experience, or an associate degree and 5-7 years of relevant experience.
Strong communications skills, with the ability to successfully interact with research staff and laboratory management.
Intermediate use of Microsoft Excel and working knowledge of SAP or other financial software.
Ability to work self-sufficiently with monitoring for project and task completion.
Ability to obtain and maintain an HSPD-12 PIV badge.
Must 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.
Must successfully complete and pass a Federal Tier 1 background check investigation.
Must declare 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.

Nice To Haves

Experience working with the Office of the Laboratory Director, high level leadership, engineers, and scientists.
Understanding of financial budgeting, tracking, forecasting.
Capable of advanced Excel and SAP queries.
Training and/or certification in project management.
Ability to learn new software skills effectively (PowerBI, RESolution).

Responsibilities

Serve as the dedicated administrative contact for the ORE Director, anticipating needs and managing day-to-day administrative functions.
Maintain effectiveness of the Director’s email inbox, including flagging high priority requests, and ensuring timely responses to requests for action.
Manage Director’s calendar, ensuring attendance to all required meetings and preparation materials are provided in advance.
Serve as the primary communication liaison with leadership offices and stakeholders for scheduling and coordinating meetings.
Schedule and coordinate room reservations, visitor site access, and logistical arrangements.
Facilitate travel planning and processing related documentation.
Provide end-to-end support for all ORE events under the direction of the ORE Director, including managing communications, tracking timelines, mitigating risks, and fostering ORE’s professional reputation.
Undertake complex project tasks directly for the Director, planning, coordinating, and executing initiatives in alignment with the Director’s objectives.
Provide a clear, cohesive summary of ongoing operations to the Director, enabling effective decision-making while keeping long-term priorities on track.
Maintain a professional office environment, ensure consistent on-site attendance, and reliable administrative support.
Greet and receive visitors in a professional manner.
Handle sensitive or confidential matters with discretion.
Create and maintain filing systems and databases using tools like SharePoint.
Ensure the Director reviews timesheets and approves payroll in a timely manner.
Work efficiently across multiple tasks in a fast-paced environment, prioritizing activities and aligning them with the Director’s vision and goals.
Create requisitions and purchase orders as needed in adherence to ORNL guidelines.
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.