Senior Administrative Assistant

Oak Ridge National Laboratory•Oak Ridge, TN

13d•Onsite

About The Position

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. 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.

Requirements

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.
High degree of expertise and job dedication in office functions, administrative work, organization, and time management.
Excellent interpersonal, oral, and written communication skills.
Maintain professionalism in a demanding environment.
Maintain a high level of confidentiality.
Ability to maintain consistent onsite work schedule during core hours to meet needs of staff.
Proactive, with exceptional organizational skills.
Demonstrated ability to effectively function as an administrative assistant.
Proficiency in automated office tools such Microsoft Office (including Outlook, Word, PowerPoint, Excel, Teams), Adobe, and similar office applications.
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.

Nice To Haves

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.
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.

Responsibilities

Effectively managing the office of the Senior Counterintelligence Officer (SCIO).
Making administrative decisions, planning, organizing, and scheduling work.
Assisting staff in understanding SCIO’s requirements.
Serving as a source on policies and procedures pertaining to ORNL, the Department of Energy (DOE), and the Sensitive Compartmented Intelligence Facility (SCIF) requirements.
Handling incoming calls, e-mails, calendar coordination, and other requests efficiently and professionally.
Providing comprehensive administrative support to ORFO staff.
Managing and coordinating meetings, appointments, and calendars.
Providing support for staff meetings, documenting and tracking action items.
Assisting with recruiting and hiring activities.
Coordinating classified and unclassified visitors and official visits.
Coordinating and preparing domestic travel requests.
Preparing and submitting travel expense reports and expense settlements.
Preparing outgoing classified and unclassified correspondence and other materials.
Creating requisitions and purchase orders and assisting with other administrative purchasing activities.
Maintaining effective working relationships and interfacing with senior executives and administrative staff.
Serving as a point of contact for the Special Security Office (SSO) SCIF.
Serving as the Division Clearance Security Coordinator, Division Telecommunications Coordinator, Division Training Officer, and PAS inputter/approver.
Serving as the Division Records Management Officer and coordinating records management activities.
Assisting division leadership with special projects, assignments, and administrative initiatives.
Delivering ORNL’s mission by aligning behaviors, priorities, and interactions with core values.
Promoting equal opportunity by fostering a respectful workplace.
Performing other duties as assigned.