OAS Administrative Associate (Casual)

Oak Ridge National Laboratory; Oak Ridge (TN); On-site; USD 28,000 - 39,000; Part time

Benefits offered by this job

Health Plan

Dental Plan

Vision Plan

401(k) Retirement Plan

Relocation Assistance

Job summary

Oak Ridge National Laboratory (ORNL) seeks talented administrative professionals to join the Office of Administrative Services. You will support diverse administrative functions, help fill vacancies, and manage leaves of absence while collaborating with science and engineering teams across the laboratory.

You’ll work within the Talent Acquisition Division, enabling interactions with multiple directorates and contributing to ORNL’s mission.

Qualifications

• Excellent interpersonal and communication skills (verbal and written).
• Ability to interact diplomatically with individuals at all levels.
• Initiative and flexibility to work varying schedules and learn new tasks.
• Experience handling multiple tasks in a fast-paced, multi-disciplinary environment.
• Proficiency in Microsoft Office Suite; a Microsoft skills assessment may be required.

Responsibilities

• Oversee the management of incoming and outgoing information and communications.
• Maintain complex calendars with appointments, meetings, and conferences.
• Coordinate onsite interviews, from room booking to site access.
• Provide comprehensive support by gathering and disseminating information and organizing workloads.
• Assist with preparation of proposals, reports, and presentations with meticulous data gathering.
• Arrange domestic and international travel for staff and guests.
• Establish and manage records systems in compliance with procedures.
• Handle sensitive personal information with utmost care and discretion.
• Deliver consistent phone coverage to support internal departments.
• Support other administrative staff as needed and align with ORNL values.

Skills

Interpersonal skills

Communication skills

Multitasking ability

Microsoft Office proficiency

Tools

Microsoft Office Suite

Job description

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

Oak Ridge National Laboratory (ORNL) is seeking talented administrative professionals to join our dynamic Office of Administrative Services (OAS) Program. As a vital contributor to ORNL’s operations, you will support diverse administrative functions during peak work periods, help fill vacancies, and manage leaves of absence. This is an excellent opportunity to work in an environment where you can collaborate with professionals from science, technology, computing, engineering, national security, and various research disciplines.

Based within the Human Resources Directorate’s Talent Acquisition Division, the OAS team works closely with different directorates across the laboratory, offering you invaluable exposure to ORNL’s innovative culture. If you’re ready to contribute your expertise to one of the nation’s premier research facilities, we invite you to apply and become part of our dedicated team.

Major Duties/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.
• Assisting other administrative support staff as needed with support duties as assigned.
• Aligning behaviors, priorities, and interactions with ORNL's core values of Impact, Integrity, Teamwork, Safety, and Service. Promoting diversity, equity, inclusion, and accessibility by fostering a respectful workplace.
• 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:

• 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.

Preferred Qualifications:

• 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.

Special Requirements:

• Visa sponsorship is not available for this position.

Please note:

The OAS position is classified as 'casual' and is not intended for long-term employment. After the initial six months, staff are eligible to apply for permanent full-time positions within ORNL. Certain benefits vary from those of regular part-time and full-time status employees. For example, holidays are not paid. Other limitations apply. Upon invitation to interview, be sure to ask your recruiter for details.

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.

Other benefits include the following:

• 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.

If you have trouble applying for a position, please email [e-mail].

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.