Administrative Support Specialist

Location: Oak Ridge, TN

Job Title: Administrative Support Specialist

Career Level: Support

Job Specialty: Administrative

The Administrative Support Specialist, reporting directly to the Sr. Director of Contractor Assurance & Training (CAT), 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 Contractor Assurance & Training organization, acting as a crucial interface within the CAT leadership team.

• 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 CAT 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, leadership offsites, large group meetings and In Service Trainings, regular staff engagements, regular customer meetings, and CAT Tier 3 Staff Meetings (including visual task board management and Principle Share rotation).
  
  Makes and manages travel arrangements for CAT leadership.
• 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, clearance investigations), 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 One Time 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 Contractor Assurance & Training vision and the broader Y-12 mission.
• Key Liaison & Stakeholder Engagement: Acts as a primary point of contact and liaison, facilitating communication and coordination among CAT 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 CAT 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 new CAT employees and visitors. This includes submitting Badge Requests, securing necessary access and credentials, coordinating office space and equipment setup, and ensuring a smooth integration into the department.

• 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

• High school diploma:
  Minimum 7 years of relevant experience.
• OR Associate degree:
  Minimum 4 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…