Requisition Id 16656
Overview:
Oak Ridge National Laboratory (ORNL) is seeking a highly organized and detail-oriented Defense Manufacturing Engagement Coordinator to join the Defense Manufacturing Program Office (DMPO) team. This role plays a critical part in supporting lab-wide defense manufacturing events, visits, and meetings by providing effective logistical coordination, administrative support, and stakeholder engagement. The position ensures smooth execution of meetings, visits, and events while promoting a positive image of DMPO, National Security Sciences Directorate (NSSD), ORNL, and supporting the Laboratory's mission and core values.
The selected candidate will work under general supervision of the National Security Program Specialist and the Project and Portfolio Manager, providing support to program managers and technical staff in the execution of programmatic priorities, including high-visibility meetings, workshops, and sponsor engagements.
Major Duties/Responsibilities:
General:
- Maintain positive relationships with internal and external stakeholders through clear, timely, and professional communication.
- Ensure continuity of operations by managing urgent matters, prioritizing tasks effectively, and exercising sound judgment under pressure.
- Uphold the objectives of the Defense Manufacturing Program Office throughplanning and coordination of sponsor-related visits and other engagement activities.
- Exercise discretion when handling sensitive or confidential information.
- Ensure compliance with Department of Energy (DOE) policies and procedures.
- Align with ORNL's mission and core values of Impact, Integrity, Teamwork, Safety, and Service, and promote equal opportunity by fostering a respectful workplace – in how we treat one another, work together, and measure success.
Strategic Engagement:
- Support the DMPO staff with the coordination of domestic and international visits, meetings, and events by assisting with scheduling presenters, meetings, and appointments.
- Coordinate logistics and resources required for successful meetings, visits and events (e.g., room planning, transportation, photography, materials, and visitor schedules).
- Prepare meeting rooms and ensure all materials and arrangements are in place for visitor engagements and events.
- Plan, coordinate, and execute programmatic events, including technical workshops, program reviews, sponsor briefings, and stakeholder engagements.
- Support strategic outreach activities by coordinating internal and external workshops aligned with national security manufacturing priorities.
- Develop event plans, schedules, agendas, and logistical timelines to ensure effective execution.
- Coordinate facilities, visitor processing, and access requirements in accordance with ORNL security protocols, including support for controlled or classified events.
- Assist Chief Manufacturing Officer prepare for strategic engagement including drafting and revising presentations.
Project Management Processes and Integration:
- Maintain portfolio tracking tools, dashboards, and data systems Support implementation of project management processes, tools, and standards across the portfolio.
- Support financial and resource tracking activities and ensure compliance with ORNL and DOE requirements.
- Compile inputs from project teams to support reporting and leadership briefings.
- Assist with coordination of project management community of practice activities.
- Prepare and distribute project-related documents, including reports, briefers, biographies, schedules, and other materials as needed.
- Maintain accurate and up-to-date project files, documentation, and content in shared systems such as SharePoint, Smartsheet, and protocol email inboxes.
- Support project planning and execution activities, including schedule tracking and deliverables coordination.
- Maintain project documentation and support preparation of briefings and reports.
Basic Qualifications:
- BS degree in communications, event planning, business administration, hospitality management, or a related field.
- Minimum of 2-3 years of related experience in event management, protocol, community engagement, or administrative/project support.
- Strong organizational skills with the ability to manage multiple projects simultaneously and meet tight deadlines.
- Excellent interpersonal, written, and verbal communication skills.
- Proven ability to prioritize tasks, manage time efficiently, and maintain attention to detail.
- Ability to work effectively both independently and as part of a team.
- Proven ability to prepare and revise executive-level PowerPoint presentations.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint).
Preferred Qualifications:
- Experience supporting national laboratory, federal, or defense programs.
- CAPM certification or progress toward certification.
- Experience with ORNL event planning processes and tools.
- Experience in a scientific, research, or government environment.
- Experience supporting senior leadership, distinguished visitors, or high-visibility events.
- Proficiency in event and project management tools (e.g., Smartsheet, Asana, Trello).
- Demonstrated experience in administrative or project coordination roles supporting complex operations.
Special Requirements:
- SCI Clearance: This position requires the ability to obtain and maintain a clearance from the Department of Energy. As such, this position is a Workplace Substance Abuse (WSAP) testing designated position. WSAP positions require passing a pre-placement drug test and participation in an ongoing random drug testing program.
- HSPD-12 PIV badge: This position requires the ability to obtain and maintain an HSPD-12 PIV badge.
About ORNL:
As a U.S. Department of Energy (DOE) Office of Science national laboratory, ORNL has an impressive 80-year legacy of addressing the nation’s most pressing challenges. Our team is made up of over 7,000 dedicated and innovative individuals! Our goal is to create an environment where a variety of perspectives and backgrounds are valued, ensuring ORNL is known as a top choice for employment. These principles are essential for supporting our broader mission to drive scientific breakthroughs and translate them into solutions for energy, environmental, and security challenges facing the nation.
ORNL offers competitive pay and benefits programs to attract and retain individuals who demonstrate exceptional work behaviors. The laboratory provides a range of employee benefits, including medical and retirement plans and flexible work hours, to support the well-being of you and your family. Employee amenities such as on-site fitness, banking, and cafeteria facilities are also available for added convenience.
Other benefits include the following: Prescription Drug Plan, Dental Plan, Vision Plan, 401(k) Retirement Plan, Contributory Pension Plan, Life Insurance, Disability Benefits, Generous Vacation and Holidays, Parental Leave, Legal Insurance with Identity Theft Protection, Employee Assistance Plan, Flexible Spending Accounts, Health Savings Accounts, Wellness Programs, Educational Assistance, Relocation Assistance, and Employee Discounts.
This position will remain open for a minimum of 5 days after which it will close when a qualified candidate is identified and/or hired.
We accept Word (.doc, .docx), Adobe (unsecured .pdf), Rich Text Format (.rtf), and HTML (.htm, .html) up to 5MB in size. Resumes from third party vendors will not be accepted; these resumes will be deleted and the candidates submitted will not be considered for employment.
If you have trouble applying for a position, please email ORNLRecruiting@ornl.gov.
ORNL is an equal opportunity employer. All qualified applicants, including individuals with disabilities and protected veterans, are encouraged to apply. UT-Battelle is an E-Verify employer.
