Senior Administrative Assistant, Counterintelligence Office

Requisition Id 14715 

Overview:

The Oak Ridge National Laboratory seeks to hire a Senior Administrative Assistant to support the Department of Energy Counterintelligence Oak Ridge Field Office (ORFO) located at ORNL. This position will support the Senior Counterintelligence Officer, Counterintelligence Officers including Cyber, Analysts, and Intelligence Support Specialists. 

Major Duties/Responsibilities:  

This position is responsible for effectively managing the office of the Senior Counterintelligence Officer (SCIO). Take appropriate action in making administrative decisions, planning, organizing, and scheduling work within the realm of responsibility and authority. Assist staff in understanding SCIO’s requirements. Serve as a source on policies and procedures pertaining to ORNL, the Department of Energy (DOE), and the Sensitive Compartmented Intelligence Facility (SCIF) requirements. Handle incoming calls, e-mails, calendar coordination, and other requests efficiently and professionally.

• Provide administrative support to ORFO staff that consists of Counterintelligence (CI) Officers, CI Cyber CI Officers, CI Analysts, and The Federal Bureau of Investigation (FBI) Agents-in-the-Lab (AILs).
• Provides support for staff meetings, documents action items, and assists in the implementation of action items. Schedule appointments and maintain calendars. Prepare and schedule domestic travel and prepare/submit travel expense reports.
• Prepare outgoing correspondence (classified and unclassified) in accordance with ORNL and Sensitive Compartmented Intelligence Facility (SCIF) guidelines. 
• Coordinate classified and unclassified visitors. Responsible for handling meeting logistics for various meetings, including visitors’ schedules/travels, presentation materials, meals, and proper clearance level of attendees and materials.
• Maintain good working relations and interface with senior executives and their administrative staff at ORNL, Department of Energy element (including Site Office and DOE IN), Y-12, Federal Bureau of Investigations, and other Government Agencies.  
• Serve as point of contact for the Special Security Office’s (SSO) SCIF located in the CI office. Ensure proper operations of the SCIF are in accordance with the DOE guidelines.
• Serves as Division Clearance Security Coordinator, Division Telecommunications Coordinator, Division Training Officer, PAS inputter/approver.
• 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.
• Other duties as assigned.

Basic Qualifications:

• A high school diploma with a minimum of seven years of relevant office management and administrative support experience at a senior level or similar in nature to this position or, an associate or bachelor’s degree with a minimum of five years of relevant administrative support experience, or an equivalent combination of education, training, and experience.
• This position requires a high degree of expertise and job dedication in office functions, administrative work, organization, and time management.
• Must possess excellent interpersonal, oral, and written communication skills, and maintain professionalism in a demanding environment in addition to maintaining a high level of confidentiality.
• Incumbent must possess the ability to maintain consistent onsite work schedule during core hours to meet needs of staff.
• Must be proactive, have exceptional organizational skills, and possess a demonstrated ability to effectively function as an administrative assistant.
• Requires proficiency in automated office tools such Microsoft Office (including Outlook, Word, PowerPoint, Excel, Teams), Adobe, and similar office applications.
• Demonstrates a proven ability to function well in a fast-paced environment where deadlines must be met.
• Attention to detail and ability to set priorities, adapt to changing needs, work well in a team environment, and can multi-task.
• DOE Q or a Top Secret clearance and the ability to receive and maintain an SCI clearance.

Preferred Qualifications:

• A bachelor’s degree with a minimum of five years of relevant administrative support experience, or an equivalent combination of education, training, and experience.
• Knowledge of ORNL administrative policies and procedures, and familiarity with or the ability to learn ORNL Administrative Systems, including SAP, PAS, ORNL Buy, Success Factors, Clearance Tracker, E-Prop, UCAMS, PALS, TravX, etc.
• Excellent written and oral communication skills.
• Motivated self-starter with the ability to work independently and to participate creatively in collaborative teams across the laboratory.

Special Requirement:

This position requires the ability to obtain and maintain a Sensitive Compartmented Information (SCI) clearance from the Department of Energy. As such, this position is a Workplace Substance Abuse (WSAP) testing designated position. WSAP positions require passing a pre-placement drug test and participation in an ongoing random drug testing program. In addition, due to the SCI, you may also be subject to random polygraph testing.

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.

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, and Employee Discounts.

If you have difficulty using the online application system or need an accommodation to apply due to a disability, please email: ORNLRecruiting@ornl.gov

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.