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Administrative Assistant - UPF

Requisition ID:  238319

Requisition Posting End Date: 12/06/2021

Project Description:

Bechtel National, Inc. (BNI), Bechtel’s government services business, is one of the top providers to departments and agencies of the U.S. and British governments. Its successes include many large, first-of-a-kind projects in government site management, environmental restoration, defense, space, energy, and national and homeland security. This position will provide support to the Uranium Processing Facility (UPF) located at the Y-12 National Security Complex in Oak Ridge, Tennessee.

 

UPF will be built by 2025 for $6.5 billion and will be a first-of-its-kind complex for enriched uranium operations in support of Y-12 missions. UPF is one of the Department of Energy’s largest investments in Tennessee since the Manhattan Project and one of the National Nuclear Security Administration’s largest construction projects. When complete, UPF will: replace a 70-year-old facility with modern buildings, reduce operational costs and energy consumption, improve worker safety, and provide enriched uranium capabilities well into the future.

 

The UPF project works on a variety of schedules based on the area of support. Examples of typical schedules include 5/8s or 4/10s and may be changed to support project needs. Start times are flexible but the standard workweek is: Monday – Friday 7:00 am to 4:30 pm. The work location includes onsite construction facilities as well as offsite office facilities, position can be assigned to any work location and can be changed to support project needs.

 

Eligibility for this position requires US citizenship; the successful candidate must provide proof of US citizenship in order to obtain badge access to the site. Candidate must complete security questionnaire and successfully clear site access requirements check. All employees are subject to and agree to random drug and alcohol testing as a condition of employment. Must be able to obtain a security clearance, as applicable.

 

Role Overview:

  • Works independently to provide administrative support of a responsible and confidential nature to help ensure the smooth functioning of a department. Duties require accuracy, a high degree of initiative, discretion, diplomacy, and knowledge of protocol. Anticipates changing priorities and proactively works to resolve issues. Handles matters of a highly sensitive and confidential nature. 
  • Keep abreast of key issues, commitments and priorities of manager(s). Research information and compile summary reports. Extract data from reference material, whether semi-technical or non-technical in scope. Compile, analyze and prepare or help prepare information for presentations, studies or reports.
  • Maintain files of important matters for the manager’s attention.
  • Responsible for monitoring all follow-up actions as required by management.
  • Coordinate complex travel arrangements and travel itineraries. Prepare detailed expense reports utilizing Concur or other expense software.
  • Coordinate and organize meetings, conference calls and video conferences; arrange for conference rooms, and equipment as needed. Prepare, collect, review and distribute meeting agendas, information packets and taking of meeting minutes. May operate a variety of audiovisual equipment.
  • Review deliverables and monitor quality to ensure that all documents conform to established standards and procedures. Documents must be formatted for an executive-level audience.
  • Screen phone calls and visitors. Independently complete requests as needed, refer appropriate requests to other staff members, forward appropriate requests to management. 
  • Create and maintain logs and track documentation. Set-up and/or maintain electronic and hard copy files.
  • With an understanding of UPF’s goals and priorities and the manager’s commitments, compose and distribute complex correspondence using provided software applications.
  • Independently anticipate problems / changing priorities and alert the manager as appropriate.
  • Independently schedule and reschedule appointments on the basis of the manager’s commitments and priorities.
  • Determine action on important or emergency matters or know whom to contact in absence of manager(s).
  • Accurately maintain UPF employee data for your department, tracking and providing reminders to employees as needed. This data may include badging, training, and data entry required by HR and O&AS.
  • Use of individual judgment and initiative in relation to assigned tasks.
  • May handle highly sensitive, business proprietary information.
  • Must be able to work effectively in an extremely high-paced, high-energy environment.
  • Must be flexible and willing to adjust to changing priorities.
  • Ensure administrative coverage during absences.
  • Operate standard office equipment, including automation tools.
  • Keep abreast of advances in relevant office automation technology, equipment and software applications.
  • Strive to support Bechtel’s “zero-accident” philosophy through personal safe behavior/work practices and by being aware of surroundings and activities that may be potential safety hazards. Take steps to correct or minimize hazards.
  • Ability to work additional hours as needed.
  • Perform other tasks as assigned by leaders and managers.

 

Basic Qualifications:

  • High school diploma or equivalent and five years of relevant experience.
  • Must be a US citizen.
  • Must be able to complete and pass a pre-employment drug screen and background check which includes verification of employment and education.
  • Must be able to obtain a site security badge for access to the worksite.

 

Minimum Qualifications:

  • Must be able to demonstrate intermediate to advanced proficiency in the Microsoft 2010 suite of products (Word, Excel, Outlook and PowerPoint). A skills assessment will be administered to test proficiency.
  • Must have excellently written including spelling, grammar, punctuation and proper use of syntax. A skills assessment will be administered to test proficiency.
  • Must have excellent verbal communication skills; must be able to effectively communicate with project team members.
  • Demonstrated knowledge of administrative functions (office equipment, answering manager’s phones, filing systems and common office procedures).
  • Must be able to demonstrate professionalism and be able to interact with all levels of the organization.
  • Effective communication, teamwork, and interpersonal skills.
  • Must be able to maintain confidentiality and exercise a high degree of individual discretion, diplomacy, judgment and accuracy.
  • Must be detail-oriented.
  • Must be proactive, have above average organizational skills, use individual initiative and follow assignments through completion.
  • Demonstrate ability to maintain high-quality work products in a fast-paced, high energy environment
  • Must be flexible and willing to shift gears and take on unexpected and/or unanticipated projects as needed.
  • Must demonstrate a positive attitude and work effectively with all levels of internal and external customers.
  • Must be able to effectively respond to changing priorities.
  • Ability to extract, compile, and assemble data for the preparation of reports/presentations.
  • Ability to produce meeting minutes and coordinate executive-level meetings.
  • Must be willing and able to work overtime with little or no notice.

 

 Preferred Qualifications:

  • Knowledge of technical vocabularies and terminology common to the Engineering, Procurement and construction environment.
  • Current experience and knowledge of UPF processes and procedures.
  • Knowledge of Bechtel’s organizational structure, functions and procedures.

Shaping tomorrow together

Bechtel is one of the most respected global engineering, construction, and project management companies. Together with our customers, we deliver landmark projects that foster long-term progress and economic growth. Since 1898, we’ve completed more than 25,000 extraordinary projects across 160 countries on all seven continents. We operate through four global businesses: Infrastructure; Nuclear, Security & Environmental; Energy; and Mining & Metals. Our company and our culture are built on more than a century of leadership and a relentless adherence to our values, the core of which are safety, quality, ethics, and integrity. These values are what we believe, what we expect, what we deliver, and what we live.  
www.bechtel.com

Bechtel is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, age, national origin, disability, citizenship status (except as authorized by law), protected veteran status, genetic information, and any other characteristic protected by federal, state or local law.