Programs & Planning Specialist

UT-Battelle; Oak Ridge (TN); On-site; USD 75,000 - 105,000; Full time

Benefits offered by this job

Relocation Assistance

401(k) Retirement Plan

Healthcare benefits

Job summary

UT-Battelle, managing ORNL, seeks a Programs and Planning Specialist to lead proposal processes for SPP and ASCR, and support NIH and other opportunities. The role emphasizes organizing, coordinating PIs, and ensuring compliant submissions across multiple systems.

You will coordinate with CCSD leadership, manage workflows, and mentor staff while advancing ORNL’s research programs. A strong background in proposal preparation and Microsoft 365 is essential.

Qualifications

• B.S. in a science or business field with a minimum of 4 years of relevant work experience.
• Demonstrated proficiency with Microsoft Office (including Outlook, Word, Excel, PowerPoint, Teams, OneNote, and OneDrive)

Responsibilities

• Lead the end-to-end proposal process for SPP, ASCR, NIH, industry, and other agency opportunities, from funding announcement through submission.
• Review NOFOs; develop schedules, templates, checklists, and guidance; prepare initial materials for new funding opportunities.
• Coordinate with PIs and staff to assemble complete, compliant pre-applications and proposals.
• Conduct quality and compliance reviews to meet sponsor and ORNL requirements; provide feedback and revisions.
• Submit and track proposals through systems like PAMS, Grants.gov, and SPPS.
• Manage proposal workflows, including project entry, approvals, and change control.
• Track outcomes, project status, no-cost extensions, closeouts, and required follow-up actions; develop reports.
• Coordinate collection and review of project data for periodic reporting.
• Maintain resources, templates, repositories for funding opportunities and materials.
• Improve proposal and project-management processes using Microsoft 365 workflows.
• Establish relationships with researchers, DOE reps, universities, contractors, and collaborators.

Skills

Microsoft Office (Outlook, Word, Excel

Communication skills

Proposal management

Teamwork

Education

B.S. in science or business

Tools

Microsoft 365 tools

Job description

Overview

The Computing and Computational Sciences Directorate (CCSD) at Oak Ridge National Laboratory (ORNL) is seeking a Programs and Planning Specialist to manage and direct the Strategic Partnerships Projects (SPP) proposal process as well as support ORNL’s Advanced Scientific Computing Research (ASCR) research program and National Institutes of Health proposal processes. Strategic Partnership Projects is a mechanism that enables other Federal agencies and non-Federal customers to work with the national laboratories, while the Department of Energy’s (DOE) ASCR advances high-potential, high-impact computing and computational sciences. CCSD stewards all ASCR activity for ORNL.

The successful candidate will work closely with CCSD leadership and staff in the areas of proposal preparation and submission, planning, and programmatic management for SPP and ASCR research activities. The ideal candidate will be a team player who can achieve work objectives independently, accurately, and successfully, requiring minimal follow-up. Familiarity with terminology of the technical community and research fields would allow the candidate to be intuitive and proactive in capturing ideas. The ideal candidate should be highly organized and have experience and background in proposal preparation and managing the production of various types of documents, reports, and libraries.

Major Duties & Responsibilities

• Lead the end-to-end proposal process for SPP, ASCR, NIH, industry, and other agency opportunities, from funding announcement through submission.
• Review Notices of Funding Opportunity (NOFOs); develop internal schedules, templates, checklists, and guidance; and prepare initial materials to communicate new funding opportunities.
• Coordinate with PIs and administrative staff to assemble complete, accurate, and compliant pre-applications, full proposals, Field Work Proposals (FWPs), and related documents.
• Conduct quality and compliance reviews to ensure proposals meet sponsor, DOE, DOE Office of Science, and ORNL requirements; provide feedback and recommend needed revisions.
• Submit and track proposals through applicable systems, including PAMS, Grants.gov, Research.gov, SPPS, RESolution, FWP systems, and other internal databases.
• Manage SPP proposal and agreement workflows, including project entry, approval tracking, change control, and documentation of sponsor-approved scope, budget, schedule, and PI changes.
• Track proposal outcomes, active-project status, no-cost extensions, closeouts, and required follow-up actions; develop related metrics and reports.
• Coordinate collection and review of project data for bi-monthly, monthly, quarterly, and annual reports.
• Maintain shared resources, mailing lists, SharePoint sites, templates, and repositories for funding opportunities, proposal materials, and program information.
• Improve proposal and project-management processes, including development and maintenance of automated workflows using Microsoft 365 tools.
• Establish effective working relationships with researchers, laboratory staff, DOE representatives, universities, contractors, and other external collaborators.
• Mentor and guide administrative staff on proposal-development processes as needed. Support ORNL’s mission and core values of Impact, Integrity, Teamwork, Safety, and Service while fostering an inclusive, respectful workplace.

Basic Qualifications

• B.S. in a science or business field with a minimum of 4 years of relevant work experience
• Demonstrated proficiency with Microsoft Office (including Outlook, Word, Excel, PowerPoint, Teams, OneNote, and OneDrive)

Preferred Qualifications

• Demonstrated ability to design, implement, and maintain automated workflows using Microsoft 365 tools, including Power Automate, Forms, Lists, and Approvals.
• Experience assembling, reviewing, and submitting pre-applications and full proposal packages to the U.S. Department of Energy (DOE) Office of Science (SC) Advanced Scientific Computing Research (ASCR) program.
• Experience preparing and reviewing DOE Office of Science Field Work Proposals (FWPs).
• Demonstrated ability to prioritize work, manage multiple tasks, and meet deadlines in a fast-paced research environment with evolving needs.
• Strong interpersonal, oral, and written communication skills, with the ability to maintain professionalism in a demanding environment.
• Ability to work independently and collaboratively with researchers, scientific and engineering staff, and personnel at all levels across the laboratory.
• Proven problem-solving skills, including the ability to develop and implement effective solutions.
• Self-motivated, creative team contributor with the ability to support complex proposals and reports.

Special Requirements

• Visa sponsorship: Visa sponsorship is not available for this position.
• Security, Credentialing, and Eligibility Requirements: For employment at Oak Ridge National Laboratory (ORNL), a Real ID compliant form of identification will be required. Additionally, ORNL is subject to Department of Energy (DOE) access restrictions. All employees must also be able to obtain and maintain a federal Personal Identity Verification (PIV) card as mandated by Homeland Security Presidential Directive 12 (HSPD-12) and Department of Energy (DOE) Order 473.1A, which requires a favorable post-employment background investigation.

To obtain this credential, new employees must successfully complete and pass a Federal Tier 1 background check investigation. This investigation includes a declaration of illegal drug activities, including use, supply, possession, or manufacture within the last year. This includes marijuana and cannabis derivatives, which are still considered illegal under federal law, regardless of state laws.

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.

• 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 AccountsHealth Savings Accounts
• Wellness Programs
• Educational Assistance
• Relocation Assistance
• 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.

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.