Overview:
APPOINTMENT TYPE: Full-Time Regular
LOCATION: Oak Ridge, TN
SALARY RANGE: $20.92 - $27.98 per hour
PURPOSE:
Program Specialist – Support the Next Generation of STEM Talent
ORAU is seeking a detail-oriented and mission-driven Program Specialist to support the successful delivery of educational internship, fellowship, and research programs sponsored by federal agencies and other partners. In this dynamic role, you will help power programs that shape the next generation of scientists, researchers, and professionals—serving as a key connection point for applicants, participants, sponsors, and internal teams.
As a Program Specialist, you will coordinate program operations from application processing and participant support to financial tracking, reporting, outreach, and event logistics. You’ll work with multiple data systems, ensure compliance with policies, support broad communications efforts, and provide exceptional customer service.
This role also plays an active part in advancing Artificial Intelligence (AI) modernization efforts—identifying opportunities to enhance efficiency, improve processes, and integrate emerging technologies into daily operations. We are looking for someone who is organized, proactive, technically savvy, and comfortable managing multiple priorities in a fast-paced environment. If you enjoy collaborating in fast-paced environment to make impactful programs run smoothly—and want to contribute to an organization dedicated to education, research, and innovation—this is a rewarding opportunity to join our team!
Responsibilities:
- Coordinates and performs technical support activities for a major program or program segments.
- Performs a variety of technical tasks, such as maintaining data and electronic records processing payments, verifying eligibility, collecting and compiling information and data, preparation of sponsor report and correspondence.
- Establishes priorities and schedules tasks and activities based on program objectives and milestones.
- Performs planning and support activities for meetings, conferences, and seminars when required by the program.
- Coordinates the logistics, scheduling, travel arrangements, meeting space, food service, and equipment.
- Provides on-site and off-site administrative support for meetings, conferences, and seminars when needed.
- Performs procurement activities including gathering information, requisitioning, tracking orders and processing payments.
- Engages with applicants, participants, the general public, and alumni in virtual outreach and engagement events such as career fairs, information sessions, and webinars. Uses virtual meeting software to communicate and share information with attendees.
- Provides technical assistance to project managers and others. Uses a variety of software/databases to administer programs to include Zintellect, ORISE GO, SAP Concur, ORISE Connections and other technical software.
- Administers details associated with application processing.
- Executes tasks detailed in the program marketing and outreach plan including distributing promotional materials using mailings and postings program information in different outlets.
- Supports the application process including eligibility screening review and data verification.
- Uses databases, spreadsheets and electronic financial systems to enter, verify, and maintain data.
- Creates reports from databases and other electronic systems.
- Assists in preparing applicant files for review by sponsor and/or review panels.
- Monitors administrative details associated with participants’ activities including verifying that all contingencies for appointments are met, processing stipend, health insurance, tuition, professional development, and travel payments.
- Monitors progress of participant appointments, amendments, extensions, and terminations.
- Provides customer service by telephone and email.
- Executes tasks detailed in the program management plan.
- Verifies compliance with programs and Oak Ridge Institute for Science and Education (ORISE) policies.
- Communicates with applicants, recommenders, university staff, sponsors, mentors, the general public, and participants via telephone and email.
- Coordinates mass electronic mailings and prepares correspondence, program literature, marketing materials, websites, and reports using a variety of software packages and formats.
- Must actively contribute to the AI modernization initiatives of the directorate by supporting the integration and implementation of AI tools and technologies into workflows and other operational processes. This includes identifying opportunities where AI can enhance efficiency, accuracy, and decision-making, fostering a culture of innovation and adaptability, and collaborating with stakeholders to ensure seamless adoption. By embracing AI-driven solutions, employees play a critical role in advancing the directorate's strategic objectives and positioning the organization as a leader in leveraging emerging technologies for improved performance and outcomes.
- Assists management in the development of processes and actions to maximize program operation efficiencies.
Qualifications:
High school diploma and 2-4 years of job-related experience. Bachelor’s degree preferred. An equivalent combination of education and experience performing duties as described may be substituted for the minimum requirements.
- Excellent oral and written communication and organizational skills are required.
- Must demonstrate critical thinking and problem-solving skills.
- Must be able to deal effectively and professionally with a variety of people at various academic levels, as well as professional and cultural backgrounds.
- Must be proficient in the use of MS Office Applications including Word, Excel, Outlook and PowerPoint.
- Knowledge of Share Point, social media, and database applications is desirable.
- Must be self-directed and capable of processing and prioritizing multiple tasks, and handling a large and varied workload with minimum supervision.
- Public speaking skills are desired.
- Must be able to master use of complex software/database systems such as Zintellect, ORISE Go, ORISE Connections etc. The incumbent needs the ability to understand how these systems are integrated, significance of the data entered, and how other groups utilize that data (Accounts Payable (A/P), Payroll, and Human Resources (HR).
- Must possess the ability to understand, develop, and implement AI technologies to solve complex problems, optimize processes, and enhance decision-making. This includes understanding AI concepts, ethical considerations, and the ability to interpret and apply to real-world challenges.
*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:
- Telework
- Paid Time Off (PTO)
- Paid Holidays
- Flexible work schedules or compressed work weeks
- Occupational Health and Wellness Programs
- Employee Assistance Program