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Project Management Specialist

Date: Nov 23, 2022

Location: Knoxville, TN, US, 37932

Company: Oak Ridge National Laboratory

Requisition Id 9577 


The Vehicle and Mobility Systems Research section of the Building and Transportation Science Division (BTSD) at Oak Ridge National Laboratory (ORNL) is seeking a Program Specialist to

support the coordination and execution of programmatic efforts including finance/cost accounting; research; communications and reporting


The ideal candidate will be a team player who can achieve work objectives independently, accurately, and successfully, requiring minimal follow-up.  Familiarity with terminology of the technical community and research fields would allow the candidate to be intuitive and proactive in capturing ideas. The ideal candidate should be highly organized and have experience and background in proposal preparation and managing the production of various types of documents, reports, and libraries.


Job Duties & Responsibilities:

  • Work with staff to develop project budgets and spend plans.  
  • Manage the annual project planning process including compiling, checking and entering annual work scopes.
  • Assist staff in reporting milestone status to sponsors at DOE, DOT, etc.
  • Ensure compliant proposals are submitted on time using established and recognized proposal methods.  Develop proposal process schedule and required documents including templates.  Track PI progress toward assembling a complete technical proposal package.  Assist PIs in the development of proposal budgets and coordinate with ORNL financial officers.  Check proposal packages for completion and compliance with sponsor requirements.  Upload completed proposal documents into the system. 
  • Generate monthly financial reports for program managers and PIs using internal ORNL project accounting and project management systems. 
  • Work with research staff to develop monthly or quarterly project deliverables and budget status reports for sponsors.
  • Create purchase requisitions on behalf of PIs and monitor status of purchase orders.  This includes close interaction with subcontractors, vendors, and ORNL Procurement.
  • Work with PIs to prepare project proposals for sponsors outside of DOE through the SPP office.  Enter project information into the SPP online system and monitor approval status.  Assist PIs in monitoring project status to ensure projects are on track to meet deliverables and within budget.
  • Manage project change control through internal and SPP systems, including documenting PI changes to scope, budget and schedule as approved by the project sponsor.
  • Assist research staff in preparing budgets for Cooperative Research and Development Agreements and User Facility Agreements and enter those documents into the appropriate DOE systems.
  • Develop new processes as needed to meet mission needs and improve efficiency.
  • Experience working with databases, large data sets, multiple data sources and interpreting complex data to create meaningful information
  • Work with ORNL’s Sustainable Transportation Director Program and BTSD Director to help in reporting achievements across transportation programs for monthly, quarterly and annual DOE reports.


Basic Qualifications:

  • B.S. in a science, engineering, business or related field with a minimum of five years of relevant work experience
  • Proficiency with the Microsoft Office suite of tools including Excel, Word and PowerPoint
  • Experience in budget development and tracking
  • Demonstrated strong attention to detail
  • Strong written and verbal communication skills and demonstrated ability to be organized and flexible, accurately enter data, compile information, and maintain large amounts of information.


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

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.

Nearest Major Market: Knoxville