Location: Oak Ridge, TN
Job Title: Administrative Support Specialist
Career Level: Senior Support
Job Specialty: General Administration
What You'll Do
The Administrative Support Specialist, reporting directly to the Sr. Director of Quality Assurance, serves as a critical strategic partner and an extension of the Sr. Director's leadership. This role is instrumental in ensuring the seamless and efficient operation of the entire Quality Assurance organization, acting as a crucial interface within the QA executive management team.
Key Responsibilities Include
High-Level Correspondence & Communications: Drafts, edits, and manages executive-level communications, sensitive reports, presentations, and official documentation for internal leadership, external stakeholders, and federal counterparts, often acting on behalf of management in the preparation of complex reports and correspondence. Manages formal internal (YFO) and external correspondences via the TOPIC Correspondence process, and is responsible for all content on the QA Website.
Executive Support & Critical Meeting Management: Proactively manages management calendars, prioritizes meetings, prepares agendas, compiles briefing materials, captures action items, and ensures timely follow-up. This includes coordinating and providing administrative support for critical review boards, leadership forums, the annual leadership offsite, quarterly All Hands meetings, regular customer meetings, and QA Tier 3 Staff Meetings (including VTB management and Principle Share rotation).
Departmental Operations & Process Enhancement: Oversees and coordinates administrative activities to accomplish divisional mission and objectives. This includes managing and establishing programs and projects in areas such as human resources (new hires, HR operations requests, reinvestigations), budget/financial analysis support, training coordination (including booking training for employees and serving as Required Reading Coordinator), comprehensive records management, project management, technical writing, information management, and procurement. Serves as the OneTime Administrator for the organization, manages Computer Service Work Requests/IT requests, and is the Telecommunications Coordinator.
Strategic Initiatives & Program Coordination: Manages department-wide programs, strategic initiatives, and special projects. This involves developing and tracking strategic objectives, coordinating cross-functional teams, and ensuring alignment with the Quality Assurance vision and the broader Y-12 mission, including the management of the QA High Level Deliverables Annual Schedule.
Key Liaison & Stakeholder Engagement: Acts as a primary point of contact and liaison, facilitating communication and coordination among QA functional areas, other Y-12 divisions, and external interfaces. This role requires the ability to interpret policies and proactively resolve procedural challenges independently, serving as the 'eyes and ears' of the QA executive management team to anticipate needs and identify potential issues. Manages TLD exchanges and acts as Conference Room Coordinator.
Professional Development & Engagement Activities: Coordinates and facilitates internal professional development opportunities, such as departmental 'lunch & learns', all-hands meetings, and employee recognition programs, fostering a culture of continuous learning and engagement. Assists in managing morale funds and submitting reimbursements. Collects and records Safety PAUSE attendance.
New Personnel Onboarding & Integration: Manages the end-to-end onboarding process for all new Quality Assurance employees and team members. This includes submitting Badge Requests and CARs, securing necessary access and credentials, coordinating office space and equipment setup, and ensuring a smooth integration into the department.
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.
- OR Associate degree: Minimum 7 years of relevant experience.
- Demonstrated advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software applications for complex documentation, data management, and presentations.
- Proven ability to manage complex calendars, organize and coordinate executive-level meetings, and prepare high-quality executive correspondence and reports.
- Exceptional organizational, analytical, time management, and communication skills (verbal and written); ability to manage multiple priorities independently.
- The ideal candidate will possess a thorough knowledge of advanced administrative practices, demonstrating exceptional proactive organizational, analytical, and communication skills, with a proven ability to manage multiple priorities in a dynamic, high-stakes environment. This position requires a professional who can anticipate needs, exercise sound judgment, maintain strict confidentiality, and significantly contribute to leadership objectives and the overall operational efficiency and effectiveness of the Quality Assurance department.
Preferred Job Requirements
- Bachelor's degree in Business Administration or a related field.
- Extensive experience (8+ years) supporting executive-level management in a large, complex organization, preferably within a government or national security context like Y-12.
- Demonstrated knowledge of and experience with administrative support functions in areas such as human resources, financial analysis, records management, training coordination, and procurement.
- Familiarity with Y-12 specific systems, procedures, and nomenclature (e.g., TOPIC, OneBuy, OneTime, CTS).
- Experience with coordinating and facilitating professional development programs or employee engagement activities.
- Demonstrated ability to anticipate needs, exercise sound judgment, maintain strict confidentiality, and proactively identify and resolve administrative challenges.
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.
