Program Specialist Senior

ORAU; Oak Ridge (TN); On-site; USD 32,000 - 45,000; Full time

Benefits offered by this job

Telework

PTO

Paid Holidays

Flexible work schedules

Wellness programs

Employee Assistance Program

Job summary

ORAU in Oak Ridge, TN seeks a Senior Program Specialist to support research participation programs for students, educators, and faculty. The role coordinates activities, manages data, and assists with sponsor reports, stipends, and outreach materials.

You will engage applicants and partners via calls/emails, organize events, monitor milestones, and ensure compliance with ORISE policies while applying AI tools to improve workflows and reporting.

Qualifications

• Must have 4–6 years of job-related experience.
• Ability to master use of complex software/database systems (Zintellect, ORISE Go, ORISE Connections).
• Experience developing/implementing AI technologies to optimize processes and decision-making.
• Excellent oral and written communication and organizational skills.

Responsibilities

• Coordinates and performs technical support activities for a major program or program segments.
• Maintains data and electronic records; processes payments; verifies eligibility; collects and compiles information.
• Plans and schedules tasks based on program objectives and milestones.
• Coordinates logistics for meetings, conferences, and seminars including travel, space, and equipment.
• Communicates with applicants, sponsors, and university staff via telephone and email; prepares reports and marketing materials.

Skills

MS Office

Public speaking

Communication

Data entry

Time management

Analytical thinking

AI concepts

Education

High school diploma

Associate or Bachelor's degree preferred

Tools

Zintellect

ORISE Go

ORISE Connections

SAP Concur

Job description

$23.44 - $32.60

Overview

Are you passionate about supporting the next generation of scientists, researchers, and innovators? Do you thrive in dynamic environments that involve collaboration, coordination, and strategic planning? If so, we have an exciting opportunity for you to make a meaningful impact in the field of STEM workforce development! As a Senior Program Specialist, you will play an integral role in supporting research participation programs designed for postdoctoral, postgraduate, graduate, undergraduate, pre-college students and educators, and university faculty. These programs include research participation appointments, fellowships, and internships aimed at connecting talented individuals across all academic levels with valuable opportunities to contribute to their learning and development.

Appointment Type

Full-Time Regular (FTR)

Location

Oak Ridge, TN

Salary Range

$23.44 - $32.60

Responsibilities

• Coordinates and performs technical support activities for a major program or program segments.
• Performs a variety of technical tasks, such as maintaining data and electronic records processing payments, verifying eligibility, collecting and compiling information and data, preparation of sponsor report and correspondence.
• Establishes priorities and schedules tasks and activities based on program objectives and milestones.
• Performs planning and support activities for meetings, conferences, and seminars. Coordinates the logistics, scheduling, travel arrangements, meeting space, food service, and equipment required by the program. May provide on-site and off-site administrative support for meetings, conferences, and seminars.
• Communicates with applicants, recommenders, university staff, sponsors, mentors, general public, and participants via telephone and email. Coordinates mass electronic mailings and prepare correspondence, program literature, marketing materials, websites, and reports using a variety of software packages and formats.
• Engages with applicants, participants, general public, and alumni in virtual outreach and engagement events such as career fairs, information sessions, and webinars. Uses virtual meeting software to communicate and share information with attendees.
• Monitors administrative details associated with participants’ activities including verifying that all contingencies for appointments are met, processing stipend, health insurance, tuition, professional development, and travel payments. Monitor progress of participant appointments, amendments, extensions, and terminations.
• Provides customer service by telephone and email.
• Executes tasks detailed in the program management plan.
• Verifies compliance with programs and ORISE policies.
• Administers details associated with application processing.
• Executes tasks detailed in the program marketing and outreach plan including distributing promotional materials using mailings and postings program information in different outlets.
• Supports application process including eligibility screening review and data verification.
• Uses databases, spreadsheets and electronic financial systems to enter, verify, and maintain data.
• Creates reports from databases and other electronic systems.
• Assists in preparing applicant files for review by sponsor and/or review panels. Responsible for the accuracy of the participant data records and inventory. Coordinates monthly data quality checks with program specialists and the internal audit team.
• Maintains and tracks physical participant data files within the records warehouse and digital files in Zintellect. Ensures file accuracy for external audits and assessments.
• Provides technical assistance to project manager and others. Trains new program specialists on how to use a variety of software/databases to administer programs to include Zintellect, ORISE GO, SAP Concur, ORISE Connections and other technical software.
• Contributes to the AI modernization initiatives of the directorate by supporting the integration and implementation of AI tools and technologies into workflows and other operational processes. This includes identifying opportunities where AI can enhance efficiency, accuracy, and decision-making, fostering a culture of innovation and adaptability, and collaborating with stakeholders to ensure seamless adoption. By embracing AI-driven solutions, employees play a critical role in advancing the directorate's strategic objectives and positioning the organization as a leader in leveraging emerging technologies for improved performance and outcomes.
• Assists management in the development of processes and actions to maximize program operation efficiencies.

Job Requirements

• High school diploma and 4 to 6 years of job-related experience. Higher level education above minimum may count for additional experience; associate or bachelor’s degree preferred.
• Must have the ability to master use of complex software/database systems such as Zintellect, ORISE Go, ORISE Connections etc. Incumbent needs the ability to understand how these systems are integrated, significance of the data entered, and how other groups utilize that data (A/P, Payroll, HR).
• Must possess the ability to understand, develop, and implement Artificial Intelligence (AI) technologies to solve complex problems, optimize processes, and enhance decision-making. This includes understanding AI concepts, ethical considerations, and the ability to interpret and apply to real-world challenges.
• Must have excellent oral and written communication and organizational skills.
• Must demonstrate critical thinking and problem-solving skills. Must be able to deal effectively and professionally with a variety of people at various academic levels, professional and cultural backgrounds.
• Must be proficient in the use of MS Office Applications including Word, Excel, Outlook and PowerPoint. Knowledge of AI applications such as Co-Pilot and ChatGPT, Share Point, social media, and database applications is desirable.
• Must be self-directed and capable of processing and prioritizing multiple tasks and handling a large and varied workload with minimum supervision.
• Must have public speaking skills.
• The candidate’s starting salary will be determined upon hire and ORAU will use salary survey data, internal comparators, and the candidate’s qualifications to determine salary.

Total Rewards

ORAU has a strategic approach to providing total rewards to employees through a fair, equitable, and competitive total compensation package. The goal of our total rewards system is to integrate compensation, benefits, work-life balance, performance, recognition, development, and career opportunities to attract, engage, and retain the talent required to achieve ORAU’s business objectives. The benefit component of our total rewards program supports business goals by offering the following benefits based on employee eligibility:

• Legally required benefits
• Group Health insurance including Medical, Prescription, Dental, and Vision
• Retirement plan contribution matching
• Disability insurance
• Group life insurance
• Travel Accident Insurance
• Section 125 reimbursement accounts
• Other voluntary employee paid benefit and insurance offerings

The ORAU total reward package also promotes work-life balance. Mindful of the need for employees to care for themselves and their families, ORAU offers the following additional work-life benefits based on employee eligibility:

• Telework
• Paid Time Off (PTO)
• Paid Holidays
• Flexible work schedules or compressed work weeks
• Occupational Health and Wellness Programs
• Employee Assistance Program