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Senior Administrative Assistant, Office of Counterintelligence

Date: Nov 18, 2022

Location: Oak Ridge, TN, US, 37830

Company: Oak Ridge National Laboratory

Requisition Id 9529 

Overview:

The Oak Ridge National Laboratory seeks to hire a Senior Administrative Assistant to support the Office of Counterintelligence Oak Ridge Field Office. 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, classified and unclassified faxes, and requests efficiently and professionally.

  • Provide administrative support to the Office of Counterintelligence 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 Oak Ridge Operations (including Site Office) 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,

 

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 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-clearance 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.

 

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 ORNLRecruiting@ornl.gov.


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.


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