Senior Administrative Specialist

Consolidated Nuclear Security•Oak Ridge, TN

About The Position

The Safeguards, Security and Emergency Services (SS&ES) Senior Administrative Specialist performs complex, advanced administrative functions in support of the SS&ES Vice President, S&S Senior Director, and SS&ES organization. The position requires extensive knowledge of Y-12 policies, procedures, work methods, and systems, along with sound business judgment, problem-solving and independent decision-making skills, leadership, detailed knowledge of company operations and personnel, and the experience needed to support the organization. Within established guidelines, the specialist independently plans, organizes, and schedules work, exercises judgment on matters of significance, and implements solutions with minimal or limited supervision. The role contributes significantly to the organization and involves complex tasks, planning, analysis, and collaboration across organizational lines and levels of management, as well as with internal and external customers and stakeholders. The specialist manages information flow and communications, prepares and reviews written materials, establishes and manages records systems, and advises on applying company policies and procedures to ensure compliance with office procedures and guidelines. The position works directly with the division leadership team, receives and screens incoming communications, redirects them as appropriate, and identifies matters requiring priority attention. It independently responds to routine letters and correspondence and may assist with hiring and onboarding, division training, travel requests, expense reports, reimbursement requests, and purchasing materials. The specialist attends meetings to take notes and prepare minutes, serves as telecommunications coordinator and SharePoint Administrator, and supports other duties required by daily operations. The role is responsible for quality control of documents prepared for signature or use, including formatting, preparation, and editing of correspondence and reports, and obtaining appropriate reviews for classification and public release. It requires tact and discretion when handling sensitive issues requiring senior management attention. The specialist sets standards for and directs other administrative staff as appropriate, and works with administrative staff to arrange meetings, events, and programs. Work must be completed promptly and professionally, with attention to detail.

Requirements

High school diploma.
At least 10 years of relevant experience.
Extensive knowledge of Y-12 policies, procedures, work methods, and systems.
Ability to exercise independent judgment, sound business judgment, problem-solving, planning, and decision-making with minimal or limited supervision.
Ability to handle sensitive matters with tact and discretion.
Ability to communicate and collaborate across organizational lines and levels of management and with internal and external customers and stakeholders.
Ability to obtain and maintain a Department of Energy Q clearance; U.S. citizenship is required for security clearance applicants.
May require entry into Material Access Areas and participation in the Human Reliability Program, including successful completion of a DOE counterintelligence evaluation that may include a counterintelligence-scope polygraph examination.
May be categorized as a designated position requiring successful completion of a DOE counterintelligence evaluation that may include a counterintelligence-scope polygraph examination.
Must pass a pre-placement physical, drug screening, and background investigation; employees are also subject to random drug testing.

Responsibilities

Provide complex, advanced administrative support to the SS&ES Vice President, S&S Senior Director, and SS&ES organization.
Plan, organize, and schedule work independently within established guidelines, using judgment and problem-solving to implement solutions.
Manage information flow and communications with internal and external contacts.
Prepare and review written materials, and establish and manage records systems.
Advise on applying company policies and procedures and help ensure compliance with office procedures and guidelines.
Perform quality control on documents prepared for signature or use, including formatting, preparing, and editing correspondence and reports, and obtaining appropriate classification and public-release reviews.
Receive, screen, and redirect incoming communications, identifying items that require priority attention.
Independently respond to routine letters and general correspondence.
Assist with hiring and onboarding, division training, travel requests, expense reports, reimbursement requests, and purchasing materials for the division.
Attend meetings, take notes, and prepare meeting minutes.
Serve as telecommunications coordinator and SharePoint Administrator.
Set standards for and direct other administrative staff as appropriate.
Work with administrative staff to arrange meetings, events, and programs.
Handle sensitive issues requiring senior management attention with tact and discretion, and complete work in a timely, professional manner with attention to detail.
Perform other duties required by daily operations.