Senior Administrative Specialist

Y-12 National Security Complex; Oak Ridge (TN); On-site; USD 60,000 - 85,000; Full time

Job summary

Y-12 National Security Complex in Oak Ridge, TN seeks a Senior Administrative Specialist to provide high-level administrative support to the SS&ES Vice President and Senior Director. The role requires extensive knowledge of internal policies, procedures, and records management, with independent decision-making within guidelines.

You will lead complex tasks, ensure document quality for signature, and coordinate meetings, travel, and onboarding while mentoring administrative staff.

Qualifications

• High school diploma; minimum 10 years of relevant experience.
• Extensive knowledge of Y-12 policies, procedures, work methods, and systems.

Responsibilities

• Perform complex administrative functions for senior leadership in SS&ES.
• Ensure quality control of documents, formatting, reviews for classification and public release.
• Direct the work of other administrative staff and manage records systems.
• Coordinate meetings, travel requests, expense reports, and onboarding activities.

Skills

Administrative

Job description

Location: Oak Ridge, TN

Job Title: Senior Administrative Specialist

Career Level From: Senior Support

Career Level To

Job Specialty: Administrative

What You'll Do

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 the SS&ES organization. This position requires an extensive knowledge of Y-12 policies, procedures, work methods, and systems. The position supports administrative functions that are complex and diverse in nature. The position also applies sound business judgment, problem solving and independent decision-making skills, leadership, detailed knowledge of company operations, procedures and personnel, and experience necessary to support the organization. Within established guidelines, independently makes decisions regarding planning, organizing, and scheduling work. Is responsible for quality control of all documents prepared for signature and use, including the formatting, preparation, and/or editing of correspondence and reports, and obtaining proper reviews for classification and public release of information. Exercises tact and discretion in dealing with sensitive issues requiring senior management's attention. Sets the standard for and directs the work of other administrative staff as appropriate.

Work involves multiple and complex tasks and results in significant contribution to the organization and requires a high degree of teaming, judgment, planning, and analysis with minimal or limited supervision. Has freedom to implement own solutions to problems. Routinely applies independent judgment with respect to matters of significance. Contacts are frequently across organizational lines and levels of management, as well as internal and external customers and stakeholders. Manages information flow and communications with external and internal contacts; prepares and/or reviews a variety of written materials; establishes and manages records systems; provides advice on proper application of company policies and procedures assuring compliance with office procedures and guidelines; and performs related activities such as assisting.

Performs a wide variety of duties as required by daily operations. Works directly with the division leadership team. Receives, screens, and redirects incoming communications as appropriate and identifies items requiring priority attention. Independently responds to letters and general correspondence of a routine nature. Such duties might include assisting with hiring and onboarding new personnel, supporting division training, preparing travel requests, expense reports, requests for reimbursement, purchasing materials for the division, and attending meetings to take notes and prepare meeting minutes telecommunications coordinator and SharePoint Administrator. Ensures work is completed in a timely, professional manner with attention to details. Works with administrative staff to arrange meetings, events and programs as directed.

What You Can Expect

• Meaningful work and unique opportunities to support missions vital to national and global security
• Top-notch, dedicated colleagues
• Generous pay and benefits with a stable organization
• Career advancement and professional development programs
• Work-life balance fostered through flexible work options and wellness initiatives
  

Minimum Job Requirements

• High school diploma: Minimum 10 years of relevant experience.

Why Y-12?

You get #morethanajob. We encourage employees to achieve a healthy personal balance among home, work and the community. One of the ways we embrace work-life balance is by offering flexible work arrangements that provide alternatives to the traditional workweek, while still meeting business needs. Top talent and personal commitment mean more to our success than any other factors, so we reward our people with the kinds of benefits that make a positive difference in the quality of their lives. Benefits such as: medical plan, prescription drug plan, vision plan, dental plan, employer matched 401(k) savings plan, disability coverage, education reimbursement and many more. Want to stay healthy and fit but hate the cost of a gym membership? Take advantage of one of our onsite workout facilities and eat healthy in our onsite cafeterias. Much more than a workplace, at Y-12, you can build a career that lasts a lifetime.

Notes

The minimum education and experience for the lowest career level in the job posting range are listed under Minimum Job Requirements. Successful candidates hired into a higher career level than the minimum in the range must meet the requirements listed in the job leveling charts for the career level into which they are being hired.

If a range of Career Levels is posted, i.e., Senior Associate to Senior Specialist, internal applicants already in one of the Career Levels would come across at their current Career Level. Internal applicants currently in a lower level Career Level would move to the lowest posted Career Level.

Requires a Q clearance; however all qualified candidates will be considered regardless of their current clearance status. The ability to obtain and maintain a Department of Energy Q clearance is required.

This position may require entry into the Material Access Areas (MAA) and participation in the Human Reliability Program (10 C.F.R. Part 712), which requires successful competition of a DOE counterintelligence evaluation and may include a counterintelligence-scope polygraph examination.

This position may be categorized as a “designated position” identified by 10 C.F.R. Part 709, requiring successful completion of a DOE counterintelligence evaluation that may include a counterintelligence-scope polygraph examination.

CNS is a drug-free workplace. Candidates accepting a job offer will be required to pass a pre-placement physical, drug screening and background investigation. As an employee, you may be required to receive and maintain a security clearance from the United States Department of Energy in order to meet eligibility requirements for access to sensitive information or matter. U.S. citizenship is a requirement for security clearance applicants. All employees are subject to being randomly selected for drug testing without advance notification.

CNS is an equal opportunity employer. All qualified applicants will receive consideration for employment based on merit and without regard to race, color, religion, sex, sexual orientation, national origin, protected veteran status or disability.