Administrative Assistant – Occupational Health & Safety (OHS)

The Administrative Assistant plays an integral role within the Worker Safety and Environment (WSE) Division, supporting the Occupational Health and Safety (OHS) Manager and OHS program leadership. This position provides comprehensive administrative and operational coordination across multiple safety programs operating under DOE 10 CFR 851 and OSHA regulatory frameworks.

The role directly supports the OHS Manager and program managers overseeing Occupational Safety, Construction & Contractor Safety, and Industrial Hygiene (Programs and Operations). These programs collectively support Laboratory-wide research, user facilities, construction activities, and operational organizations.

The position requires considerable knowledge of administrative functions and a working understanding of the OHS mission and regulatory framework to effectively support program operations. The Administrative Assistant works under limited supervision and serves as the central coordination point for executive support, financial and procurement processes, document control, reporting, and cross-functional safety operations.

KEY RESPONSIBILITIES:

OHS Program Support and Leadership Coordination

• Provide direct administrative and operational support to the OHS Manager and OHS program managers.
• Coordinate complex scheduling across multiple safety teams and cross-functional stakeholders.
• Prepare and distribute materials for leadership meetings, governance reviews, corrective action discussions, and program assessments.
• Draft, format, proofread, and distribute professional correspondence, reports, and executive-ready presentations.
• Track action items, hiring activities, and leadership deliverables to support operational continuity.

Safety Service and Program Coordination

• Support administration of Lab-wide safety service programs, including coordination of vendor-supported onsite services, inventory tracking, and Laboratory communications.
• Assist with vendor documentation, service agreements, and internal communications.
• Support distribution of Laboratory surveys and assist with compiling results.
• Maintain updated program communications and OHS-related intranet content.

Financial and Procurement Coordination

• Track OHS cost codes and expenditures to support budget monitoring.
• Coordinate procurement documentation including Requests for Bid (RFB), contract extensions, safety supply acquisitions, and service agreements.
• Prepare and process travel authorizations, expense reports, and purchasing documentation using enterprise systems.
• Support asset and equipment tracking processes as assigned.

Document Control and Compliance Support

• Maintain structured electronic records aligned with Laboratory document management systems.
• Coordinate and track document and Core Process workflows within systems such as ConvergePoint and LMS, including routing, version control, approval tracking, and audit readiness support.
• Compile and organize documentation for internal reviews, assessments, and governance approvals.
• Support the development and revision of OHS procedures by formatting documents, compiling stakeholder feedback, and coordinating review cycles.
• Maintain and update OHS-related intranet web pages to ensure accuracy and accessibility.
• Organize regulatory and compliance reference materials to support leadership evaluation and decision-making.

Program Reporting, Data Analysis, and Systems Support

• Compile and organize data to support dashboards, corrective action tracking, and performance reporting.
• Develop professional slide decks and executive briefings using PowerPoint or equivalent tools to support leadership communication.
• Perform Excel-based data extraction, formatting, and basic analysis to support trend reporting, budget tracking, and program metrics.
• Utilize enterprise platforms including Workday, Concur, Coupa, ServiceNow, PARIS, AMOS, Dayforce, TMS, PowerBI, CORITY, and other approved Laboratory systems.
• Leverage approved artificial intelligence (AI) tools to assist with drafting communications, summarizing information, organizing data, and improving workflow efficiency while maintaining compliance with Laboratory governance and cybersecurity policies.
• Support special initiatives, program rollouts, and continuous improvement efforts.

Position Requirements

• Works under limited supervision, exercising sound judgment within established policies and defined guidelines.
• Demonstrated experience supporting leadership within a complex organizational environment.
• Strong organizational skills and ability to manage competing priorities.
• Profici