Y-12 National Security Complex · 9 hours ago
Administrative Support Specialist
Oak Ridge, TN
Full-time
Onsite
Senior Level
7+ years expY-12 National Security Complex is seeking an Administrative Support Specialist to serve as a critical strategic partner to the Sr. Director of Quality Assurance. This role is essential for ensuring the efficient operation of the Quality Assurance organization, involving high-level correspondence, executive support, and strategic program coordination.
ManufacturingProfessional ServicesSecurity
No H1B
Security Clearance RequiredU.S. Citizen Only
Responsibilities
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
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)
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
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
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
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
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
Qualification
Required
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
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
Preferred
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
Benefits
Medical plan
Prescription drug plan
Vision plan
Dental plan
Employer matched 401(k) savings plan
Disability coverage
Education reimbursement
Company
Y-12 National Security Complex
Y-12 National Security Complex is a premier manufacturing facility.
5001-10000 employees
Funding
Current Stage
Late StageLeadership Team
Jill A. Armstrong, CFCM
Program Coordinator, Strategic Partnership Projects
Mandy Parks, SHRM-SCP
Human Resources Business Partner
Recent News
2025-10-01
2025-08-22
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