Group Administrative Assistant (E)

Oak Ridge National Laboratory; Oak Ridge (TN); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Medical and retirement plans

Flexible work hours

On-site fitness facilities

Job summary

Oak Ridge National Laboratory (ORNL) seeks a Group Administrative Assistant to provide broad support to science and operations divisions. The role emphasizes accurate documentation, calendar coordination, professional correspondence, and exceptional attention to detail in a dynamic research environment.

You will coordinate visits, travel arrangements, onboarding, and meetings, while ensuring compliance with ORNL policies and core values of Impact, Integrity, Teamwork, Safety, and Service.

Qualifications

• HS diploma and at least two years of admin experience.
• Proficiency in Word, Excel, PowerPoint, Outlook and Adobe Acrobat.
• Strong interpersonal and communication skills with staff and visitors.
• Experience in formatting technical documents and proofreading for accuracy.

Responsibilities

• Manage information flow and communications across divisions, aligning with staff.
• Greet visitors and maintain a professional, welcoming office ambiance.
• Schedule and manage complex calendars and meetings.
• Coordinate visits, travel arrangements, site access, and onboarding.
• Coordinate interviews, site access, and onboarding activities.
• Process acquisitions, subcontracts, and monthly reports.
• Plan on-site and off-site meetings, workshops, and events.
• Ensure adherence to office procedures and ORNL guidelines.

Education

High School Diploma

Tools

Adobe Acrobat

ORNL business systems

Job description

Select how often (in days) to receive an alert:

This is an Evergreen position. We are continually reviewing applications to fill potential openings as they arise.

This is an Evergreen position. We are continually reviewing applications to fill potential openings as they arise.

Overview:

Oak Ridge National Laboratory is currently accepting applications for the position ofGroup Administrative Assistant, providing administrative support to science and operations organizations.

Major Duties/Responsibilities:

• Information and Communication Management: Efficiently manage information flow and communications, ensuring alignment with the Division Administrative Assistant and other administrative staff.
• Professional Office Ambiance: Maintain a professional and welcoming office atmosphere, greeting visitors courteously in person or via phone.
• Calendar Management: Schedule and manage complex calendars, prioritizing appointments, meetings, and conferences.
• Visit Coordination: Organize visits, including travel arrangements, site access, and agenda management in compliance with ORNL guidelines.
• Recruitment and Onboarding Support: Coordinate interview schedules, site access, and onboarding activities.
• Travel and Expense Management: Arrange domestic and international travel, including reservations, conference registrations, and expense settlement, following ORNL policies.
• Technical Documentation: 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.
• Process Coordination: Oversee key division processes, such as telecommunications coordination, the dosimeter quarterly exchange, and sections organizational charts.
• Event Planning: Plan and coordinate on-site and off-site meetings, workshops, conferences, and events.
• Compliance and Procedures: Ensure adherence to office procedures and organizational guidelines.
• Acquisitions and Subcontracts: Manage requisitions, purchase orders, and subcontracts for the group.
• Monthly Reporting: Compile and distribute monthly performance reports.
• Team Collaboration: Provide backup support to the division office and collaborate with other administrative staff as needed.
• Special Projects: Participate in and support special projects and assignments as required.
• 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.

Basic Qualifications:

• A HS diploma and 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.

Preferred Qualifications:

• Prior administrative experience in a multi-disciplinary, scientific, or technical setting.
• Familiarity with ORNL processes and systems.

Special Requirements:

• Visa Sponsorship:Visa sponsorship is not available for this position.

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.

About ORNL:

As a U.S. Department of Energy (DOE) Office of Science national laboratory, ORNL has an impressive 80-year legacy of addressing the nation’s most pressing challenges. Our team is made up of over 7,000 dedicated and innovative individuals! Our goal is to create an environment where a variety of perspectives and backgrounds are valued, ensuring ORNL is known as a top choice for employment. These principles are essential for supporting our broader mission to drive scientific breakthroughs and translate them into solutions for energy, environmental, and security challenges facing the nation.

ORNL offers competitive pay and benefits programs to attract and retain individuals who demonstrate exceptional work behaviors. The laboratory provides a range of employee benefits, including medical and retirement plans and flexible work hours, to support the well-being of you and your family. Employee amenities such as on-site fitness, banking, and cafeteria facilities are also available for added convenience.

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

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.

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.