Senior Administrative Assistant

Requisition Id 17117 

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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 comprehensive administrative support to ORFO staff consisting of Counterintelligence (CI) Officers, Cyber Counterintelligence Officers, CI Analysts, Federal Bureau of Investigation (FBI) Agents-in-the-Lab (AILs), and division leadership.
• Manage and coordinate meetings, appointments, and calendars, including establishing priorities and resolving scheduling conflicts involving personnel, conference rooms, vehicles, and other resources. Provide support for staff meetings, document and track action items, and assist with their implementation and completion.
• Assist with recruiting and hiring activities, including coordinating interview schedules, candidate site access, meetings with staff and leadership, and onboarding activities for new employees.
• Coordinate classified and unclassified visitors and official visits, including site access, appropriate security clearances, visitor schedules, agendas, presentation materials, meeting logistics, meals, transportation, and travel arrangements, as applicable.
• Coordinate and prepare domestic travel requests in accordance with ORNL guidelines, including travel authorizations, reservations, conference registrations, lodging, transportation, and other required arrangements. Prepare and submit travel expense reports and expense settlements following completion of travel.
• Prepare outgoing classified and unclassified correspondence and other materials in accordance with ORNL and Sensitive Compartmented Information Facility (SCIF) requirements and applicable guidelines.
• Create requisitions and purchase orders in accordance with applicable ORNL procurement policies, procedures, and guidelines, and assist with other administrative purchasing activities as required.
• Maintain effective working relationships and interface with senior executives and administrative staff across ORNL and with external partners, including Department of Energy (DOE) elements, the DOE Site Office, DOE Intelligence and Counterintelligence (DOE IN), Y-12, the Federal Bureau of Investigation, and other government agencies.
• Serve as a point of contact for the Special Security Office (SSO) SCIF located within the CI office and assist in ensuring proper SCIF operations in accordance with applicable DOE security requirements and guidelines.
• Serve as the Division Clearance Security Coordinator, Division Telecommunications Coordinator, Division Training Officer, and PAS inputter/approver, performing associated administrative and coordination responsibilities.
• Serve as the Division Records Management Officer and coordinate records management activities in accordance with applicable ORNL and DOE records management requirements, policies, and procedures.
• Assist division leadership, including the SCIO, with special projects, assignments, and administrative initiatives as needed, coordinating activities and resources across internal and external organizations as appropriate.
• 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.
• Perform other duties as assigned.

Basic Qualifications:

• A HS 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 AS/AA degree or BS/BA 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.
• 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 BS/BA 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 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.
• Ability to function well in a fast-paced research environment, set priorities to accomplish multiple tasks within deadlines, and adapt to ever changing needs.

Special Requirements:

• This position requires the ability to obtain and maintain a Secret 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 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.

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.