Administrative Associate 1

Oak Ridge Associated Universities • Oak Ridge, TN • $30.92 - $37.58 / hour • 2d ago

Administrative Associate 1

Category Administrative/Clerical

Overview

Appointment Type: Full-Time Regular (FTR)

Location: Oak Ridge, TN

*Salary Range: $30.92 - $37.58 per hour

PURPOSE: The Administrative Associate 1 provides high-level administrative support to the Director of the Facilities and Transportation Department (FTD) and the FTD leadership team to ensure efficient, compliant, and strategically aligned department operations. Serves as the central coordinator for departmental activities, initiatives, and action items while supporting FTD Managers and Team Leads in all administrative functions. Prepares and tracks Department of Energy (DOE) and other department submittals by gathering information, compiling reports and presentations, and ensuring accuracy, compliance, and timely submission.

Responsibilities

Administrative Support, Leadership, and Coordination: Performs high-level administrative functions for the Director of Facilities and Transportation (FTD) and the leadership teams, including but not limited to:

Manages complex executive calendars, coordinates meetings, develops agendas, and prepares presentations and briefing materials.

Coordinates customer visits, leadership engagements, travel arrangements, and expense reporting.Prepares and coordinates DOE and corporate submittals by gathering data, compiling reports and presentations, ensuring compliance with formatting and regulatory requirements, and meeting strict deadlines.Tracks and monitors action items related to audits, assessments, Performance Evaluation Measurement Plan (PEMP) metrics, and strategic initiatives.Drafts executive correspondence and departmental communications.Maintains organizational charts, Integrated Safety Management (ISM) Plan documentation, Continuity of Operations Plan (COOP) updates, and Job Hazard Analyses.Plans and coordinates quarterly meetings, safety meetings, recognition events, and department-wide initiatives.Serves as liaison with Business Operations (BusOps), Oak Ridge Institute for Science and Education (ORISE) administrative network, and DOE points of contact.Maintains confidentiality of sensitive business and personnel information.

Budget Monitoring & Invoicing: Performs budget tracking support.

Manages the Discretionary Funds budget.
Backup for invoicing reconciliation within the department.

Truist Enterprise System: Performs backup duties to comply with ORAU Purchase Card (P-Card) Policy.

Enters, codes, reconciles, and audits FTD Visa transactions.
Ensures compliance with approval requirements (Chemical, Tool, HR documentation).
Responds to audit inquiries and resolves discrepancies.
Notifies managers when transactions are ready for approval and ensures weekly submission deadlines are met.

Program & Compliance Coordination: Represents FTD in the completion of high-level organizational projects and goals, such as:

Travel: Prepares travel for Director; Records, Property, and Relocation Services (RPRS); Travel Services (TS); and Facilities Management Services (FMS). Gathers all pertinent documents to support travel requirements from beginning to end.
Team Meetings & Support: Serves on and/or facilitates several FTD support teams, such as Quarterly Staff Meetings, Monthly Admin Meetings, appreciation lunches, and retirements. Recurring meetings for Safeguards and Security (S&S), Procurement, and Information Technology Services (ITS). Prepares and maintains meeting agendas, including minutes and action items.
Record Coordinator for FTD: Maintains departmental records in compliance with ORAU policies, prepares and submits Records Inventory and Disposition Schedules (RIDS), and attends required training.
Property Center Representative (PCR): Maintains accurate property accountability records; coordinates transfers, excess storage, and annual inventories; ensures compliance with export control and property management policies.
iCIMS: Processes employee onboarding and personnel changes in coordination with HR and Business Partners
Active Risk Manager (ARM) Coordinator: Serves as the FTD ARM coordinator for FTD identifying, tracking, updating, and uploading risks in the risk management system.
WorxHub Facility Helpdesk Coordination: Backup support for WorxHub and Facilities Helpdesk maintenance requests, communicating with FTD Maintenance Manager and all parties.
Telecom Coordinator: FTD liaison between the ITS Support Center. Attends meetings, completes and processes Telecom forms, performs monthly reviews to ensure cost efficiency and to assure all charges, and identifies and corrects discrepancies.

FTD Website and Forms:

Maintains and updates the FTD website and associated forms to ensure information is accurate, up to date, and compliant with organizational standards.
Coordinates periodic content reviews with subject matter experts, implements revisions, and publishes approved updates in a timely manner.
Ensures version control and proper documentation of changes.

Additional Responsibilities:

Provides backup administrative support to all FTD groups as needed, within the scope of assigned skills and responsibilities.

Qualifications

Bachelor's degree in business, scientific, technical, education or related field and 0-2 years of job-related experience. An equivalent combination of education and experience performing duties as described may be substituted for the minimum requirements.

Minimum three (3) years of job-related experience is preferred.
Working experience with Outlook, MS Office (including MS Word, Excel, and PowerPoint), and SharePoint.
Experience in writing technical and/or business documents, proofreading, and taking notes at meetings.
Experience working with a diverse group of people.
Ability to interact with all levels within the department as well as external leadership and management, including DOE points of contact.
Ability to problem solve, coordinate multiple tasks, prioritize, and work independently.

*The candidate's starting salary will be determined upon hire and ORAU will use salary survey data, internal comparators, and the candidate's qualifications to determine salary.

TOTAL REWARDS:

ORAU has a strategic approach to providing total rewards to employees through a fair, equitable, and competitive total compensation package. The goal of our total rewards system is to integrate compensation, benefits, work-life balance, performance, recognition, development, and career opportunities to attract, engage, and retain the talent required to achieve ORAU's business objectives. The benefit component of our total rewards program supports business goals by offering the following benefits based on employee eligibility:

Legally required benefits
Group Health insurance including: Medical, Prescription, Dental, and Vision
Retirement plan contribution matching
Disability insurance
Group life insurance
Travel Accident Insurance
Section 125 reimbursement accounts
Other voluntary employee paid benefit and insurance offerings

The ORAU total reward package also promotes work-life balance. Mindful of the need for employees to care for themselves and their families, ORAU offers the following additional work-life benefits based on employee eligibility: