Administrative Coordinator - Pacific Northwest National Laboratory : Job Details

Overview

The Campus Development Division delivers mission ready projects from concept inception through readiness and beneficial use in support of the forward looking PNNL Campus Strategy, emerging research needs, and the ongoing investments in modernizing and maintaining the Laboratory's existing facilities, utilities, and infrastructure. Campus Development's project lifecycles begin in Facility Strategic Planning as part of the campus wide Facilities and Infrastructure (F&I) planning process.

Campus Development excels in actualizing projects that maximize safety, functionality, and reliability, while optimizing the efficiency, sustainability, and life-cycle operating costs of our facility and infrastructure capabilities to enable a mission ready world-class research and development campus for the Department of Energy.

This position must have the ability to act independently and with extraordinary maturity of judgment and confidentiality, in analyzing communications flow (oral, written, electronic, etc.) or situational events and in taking appropriate actions as required. Additionally, must respond with flexibility to shifting priorities and rapid change, maintain composure under stress, and work effectively with others. Will be a leader, detail-oriented, friendly, approachable, professional, and organized.

Responsibilities

Performs administrative and office support activities. Duties may include managing schedules, emails, and travel, fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, and filing. More specific duties depending on discipline may also include development of required documentation and fielding questions from internal or external stakeholders.

* Independently gather, compile, track and review administrative data to ensure accuracy and completeness. This includes creating and maintaining Excel spreadsheets and charts for tracking a variety of portfolio, initiative, and project functions.

* Coordinate ordering of all supplies and materials required by the organization staff through the PNNL internal purchasing system and overseeing the travel expense processing for supported staff.

* Coordinate visits, arrange meetings, interviews, seminars, workshops (onsite and offsite), travel arrangements (domestic and foreign), and security preparations; complete travel expense reports; and process visitors through PNNL's internal systems. This also includes, but is not limited to, initial drafting, preparing, and timely dissemination of agendas and travel itineraries; calendar scheduling events; processing security clearances; and time charging.

* Identify and make recommendations to resolve administrative issues/processes affecting the organizational unit and teams to develop solutions. Develop solutions to a variety of complex problems based on established policy, precedent or knowledge of subject area. Demonstrate excellent written and verbal communication.

* Create and maintain a strong network and establish positive working relationships throughout the directorate, Laboratory and external customers and contacts. Mentor peers and junior staff.

* Provides suggestions for process improvements. Independently prioritizes and organizes work.

* Routinely takes initiative with respect to their everyday work.

* Prepares, proofreads and edits written correspondence and documents.

* Coordinates group events, off-sites & activities; including coordination of all logistics for event/meeting.

* Prepares agendas for staff or team meetings, publishes minutes and action items & follows up on delegated actions.

* Interfaces with group personnel and sponsors.

* Processes high volume of standard forms, including awards, purchase requisitions, expense reimbursement, and personnel requisitions.

* Coordinates complex travel for employees and visitors.

Qualifications

Minimum Qualifications:

* High school diploma/GED and 6 years of relevant experience in an administrative environment -OR-

* AA degree or higher and 4 years of relevant experience in an administrative environment

* Experience in planning meetings and coordinating travel

Preferred Qualifications:

* Ability to maintain work flow in a fast-paced environment with conflicting priorities.

* Possesses good customer service skills.

* Experience with coordinating meetings and/or visits.

* Calendar management experience.

* Exceptional interpersonal communication skills.

* Ability to self-identify actions based on access to organizational correspondence, meeting minutes, and group discussions.

* Possesses an extensive working knowledge of commonly used computer applications such as Microsoft OneNote including ability to create agendas and meeting notes within.

* Familiar with PNNL internal software and internal lab business systems.

* Experience in purchasing via multiple methods

Hazardous Working Conditions/Environment

Not Applicable.

Additional Information

Requires U.S. Citizen, or Person who is currently in the U.S or U.S Territory with residency for the preceding 3 continuous 3 years.

Testing Designated Position

This is not a Testing Designated Position (TDP).

About PNNL

Pacific Northwest National Laboratory (PNNL) is a world-class research institution powered by a highly educated, diverse workforce committed to the values of Integrity, Creativity, Collaboration, Impact, and Courage. Every year, scores of dynamic, driven people come to PNNL to work with renowned researchers on meaningful science, innovations and outcomes for the U.S. Department of Energy and other sponsors; here is your chance to be one of them!

At PNNL, you will find an exciting research environment and excellent benefits including health insurance, and flexible work schedules. PNNL is located in eastern Washington State-the dry side of Washington known for its stellar outdoor recreation and affordable cost of living. The Lab's campus is only a 45-minute flight (or ~3 hour drive) from Seattle or Portland, and is serviced by the convenient PSC airport, connected to 8 major hubs.

Commitment to Excellence, Diversity, Equity, Inclusion, and Equal Employment Opportunity

Our laboratory is committed to a diverse and inclusive work environment dedicated to solving critical challenges in fundamental sciences, national security, and energy resiliency. We are proud to be an Equal Employment Opportunity and Affirmative Action employer. In support of this commitment, we encourage people of all racial/ethnic identities, women, veterans, and individuals with disabilities to apply for employment.

Pacific Northwest National Laboratory considers all applicants for employment without regard to race, religion, color, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, genetic information (including family medical history), protected veteran status, and any other status or characteristic protected by federal, state, and/or local laws.

We are committed to providing reasonable accommodations for individuals with disabilities and disabled veterans in our job application procedures and in employment. If you need assistance or an accommodation due to a disability, contact us at [email protected].

Drug Free Workplace

PNNL is committed to a drug-free workplace supported by Workplace Substance Abuse Program (WSAP) and complies with federal laws prohibiting the possession and use of illegal drugs.

If you are offered employment at PNNL, you must pass a drug test prior to commencing employment. PNNL complies with federal law regarding illegal drug use. Under federal law, marijuana remains an illegal drug. If you test positive for any illegal controlled substance, including marijuana, your offer of employment will be withdrawn.

HSPD-12 PIV Credential Requirement

In accordance with Homeland Security Presidential Directive 12 (HSPD-12) and Department of Energy (DOE) Order 473.1A, new employees are required to obtain and maintain a HSPD-12 Personal Identity Verification (PIV) Credential. To obtain this credential, new employees must successfully complete and pass a Federal Tier 1 background check investigation. This investigation includes a declaration of illegal drug activities, including use, supply, possession, or manufacture within the last year. This includes marijuana and cannabis derivatives, which are still considered illegal under federal law, regardless of state laws.

Mandatory Requirements

Please be aware that the Department of Energy (DOE) prohibits DOE employees and contractors from having any affiliation with the foreign government of a country DOE has identified as a country of risk without explicit approval by DOE and Battelle. If you are offered a position at PNNL and currently have any affiliation with the government of one of these countries, you will be required to disclose this information and recuse yourself of that affiliation or receive approval from DOE and Battelle prior to your first day of employment.

Rockstar Rewards

Employees and their families are offered medical insurance, dental insurance, vision insurance, health savings account, flexible spending accounts, basic life insurance, disability insurance*, employee assistance program, business travel insurance, tuition assistance, supplemental parental bonding leave, surrogacy and adoption assistance, and fertility support. Employees are automatically enrolled in our company funded pension plan* and may enroll in our 401k savings plan. Employees may accrue up to 120 vacation hours per year and may receive ten paid holidays per year.

* Research Associates excluded.

Once eligibility requirements are met.

Click Here For Rockstar Rewards

Notice to Applicants

PNNL lists the full pay range for the position in the job posting. Starting pay is calculated from the minimum of the pay range and actual placement in the range is determined based on an individual's relevant job-related skills, qualifications, and experience. This approach is applicable to all positions, with the exception of positions governed by collective bargaining agreements and certain limited-term positions which have specific pay rules.

As part of our commitment to fair compensation practices, we do not ask for or consider current or past salaries in making compensation offers at hire. Instead, our compensation offers are determined by the specific requirements of the position, prevailing market trends, applicable collective bargaining agreements, pay equity for the position type, and individual qualifications and skills relevant to the performance of the position.

Minimum Salary

USD $26.92/Hr.

Maximum Salary

USD $39.57/Hr.