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Administrative Coordinator

Pacific Northwest National Laboratory

Richland, WA

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JOB DETAILS
SALARY
SKILLS
Adjudication, Administrative Skills, Background Investigation, Biology, Budgeting, Business Solutions, Business-to-Business (B2B), Calendar Management, Card Processing, Communication Skills, Customer Support/Service, Documentation Format, Earth Sciences, Editing, Email Management/Administration, Environmental Sciences, Equal Employment Opportunity (EEO), Establish Priorities, Expense Reports, File Maintenance, Government, High School Diploma, Homeland Security, Hubs, Information Technology & Information Systems, Information/Data Security (InfoSec), Leadership, Logistics, Mail Processing, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft SharePoint, Microsoft Word, Molecular Analysis, Multitasking, People Management, Peoplesoft, Physical Science, Plan Meetings, Presentation/Verbal Skills, Procedure Development, Proofreading, Purchasing/Procurement, Quality Assurance, Reconciliation, Recreation, Risk Management, Scientific Research, Team Lead/Manager, Team Player, Travel Planning, United States Citizen, United States Department of Energy (DOE), Willing to Travel, Writing Skills
LOCATION
Richland, WA
POSTED
3 days ago
**Overview** At PNNL, our core capabilities are divided among major departments that we refer to as Directorates within the Lab, focused on a specific area of scientific research or other function, with its own leadership team and dedicated budget. Our Science & Technology directorates include National Security, Earth and Biological Sciences, Physical and Computational Sciences, and Energy and Environment. In addition, we have an Environmental Molecular Sciences Laboratory, a Department of Energy, Office of Science user facility housed on the PNNL campus. The National Security Directorate (NSD) drives science-based, mission-focused solutions to take on complex,?real-world?threats to our nation and the world. The Physical Detection Systems and Deployment Division, part of the National Security Directorate, delivers policy-informed technology solutions by removing barriers to real-world implementation. We strive to understand end-user environments to transition technology from the developmental stage to deployment. Our diverse expertise in operational systems provides tools, technologies, and approaches for combating a range of threats, both at home and in more than 100 countries around the globe. **Responsibilities** Do you want to contribute to national security while supporting one of the nation's premier radiological security programs? We're looking for a motivated and professional Administrative Coordinator to join the Advanced Solutions and Integration (ASI) Group within the Physical Detection Systems and Deployment (PDSD) Division in the National Security Directorate (NSD) to provide administrative support for the Office of Radiological Security (ORS) Program. ORS collaborates with domestic and international partners to reduce risks associated with radiological materials worldwide. This role provides essential administrative support to ORS program staff who travel extensively to domestic and international locations. Our collaborative environment and commitment to work/life balance makes PNNL an ideal place to advance your career and make a difference in global security. Responsibilities: + Perform full administrative office support to ORS Program Managers, Project Managers, and program staff, completing work with a limited degree of supervision. + Coordinate domestic and international travel arrangements for ORS staff, including complex multi-leg itineraries, and prepare and reconcile Travel Expense Reports following established procedures. + Manage calendars for ORS Program Managers and their deputies, anticipating scheduling needs across multiple time zones and resolving conflicts. + Serve as a point of contact for coordinating visitor logistics and hosting requirements for the ORS team, communicating clearly with internal teams and groups. + Prepare, proofread, and format reports, documents, presentations, and correspondence for the ORS team or group. + Process P-card purchases and coordinate procurement of hardware and supplies via B2B following established team procedures. + Maintain program files, records, and correspondence in accordance with project and quality assurance requirements. + Provide clear and succinct verbal and written communications, including editing or drafting new content for the ORS team or group. + Support ORS program activities outside normal business hours as needed to accommodate international partner schedules and time zones. + May provide guidance and support to other team members on administrative processes and procedures. **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: + Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint, OneNote, Teams) with the ability to format presentations and documents for the team. + Experience coordinating complex domestic and international travel itineraries, including familiarity with federal travel requirements and multi-destination logistics. + Ability to manage large volumes of email with a high degree of speed and accuracy in a program with extensive travel activity. + Experience maintaining multiple calendars across time zones and anticipating scheduling needs for managers supporting global partnerships. + Knowledge of how the ORS team integrates with other teams and groups to achieve program objectives. + Familiarity with PNNL internal software and lab business systems (e.g., PeopleSoft, HPRM, B2B, EXPENSE, PCardPro). + Experience managing P-card purchases and processing procurement requests within established procedures. + Ability to manage and prioritize multiple tasks while working with limited supervision in a team environment with dynamic priorities. + Strong written and oral communication skills, with the ability to edit and draft content for the team or group. + Exercises discretion when handling sensitive or confidential program information, escalating issues to supervisors as appropriate. + Adaptability to support ORS staff operating across domestic and international locations, including flexibility for occasional after-hours coordination. + Experience working in a customer-service-oriented team environment supporting staff who travel frequently. + Demonstrated ability to exercise discretion and handle sensitive or confidential information in a security-focused environment, with a clear understanding of when to escalate issues to supervisors. **Hazardous Working Conditions/Environment** + Candidate must be able to support Program activities outside of normal business hours to accommodate foreign partner schedules/international time zones. **Additional Information** This position involves access to sensitive systems and information. U.S. Citizenship is required. Pacific Northwest National Laboratory is subject to the Department of Energy Unclassified Foreign Visits & Assignments Program site, information, technologies, and equipment access requirements. **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 and Equal Employment Opportunity** Our laboratory is committed to fostering a work environment where all individuals are treated with fairness and respect while solving critical challenges in fundamental sciences, national security, and energy resiliency. We are an Equal Employment Opportunity employer. Pacific Northwest National Laboratory (PNNL) is an Equal Opportunity Employer. PNNL considers all applicants for employment without regard to race, religion, color, sex, 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 careers@pnnl.gov . **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. **Security, Credentialing, and Eligibility Requirements** As a national laboratory, PNNL is responsible for adhering to the Homeland Security Presidential Directive 12 (HSPD-12) and Department of Energy (DOE) Order 473.1A, which require new employees to obtain and maintain a HSPD-12 Personal Identify Verification (PIV) Credential. To obtain this credential, new employees must successfully complete the applicable tier of federal background investigation post hire and receive a favorable federal adjudication. The tier of federal background investigation will be determined by job duties and national security or public trust responsibilities associated with the job. All tiers of investigation include a declaration of illegal drug activities, including use, supply, possession, or manufacture within the last 1 to 7 years (depending on the applicable tier of investigation). Illegal drug activities include marijuana and cannabis derivatives, which are still considered illegal under federal law, regardless of state laws. For foreign national candidates: If you have not resided in the U.S. for three consecutive years, you are not eligible for the PIV credential and instead will need to obtain a favorable Local Site Specific Only (LSSO) Federal risk determination to maintain employment. Once you meet the three-year residency requirement thereafter, you will be required to obtain a PIV credential to maintain employment. The tier of federal background investigation required to obtain the PIV credential will be determined by job duties at the time you become eligible for the PIV credential. **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, robust telehealth care options, several mental health benefits, free wellness coaching, health savings account, flexible spending accounts, basic life insurance, disability insurance*, employee assistance program, business travel insurance, tuition assistance, relocation, backup childcare, legal benefits, 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 401 (k) savings plan with company match*. Employees may accrue up to 120 vacation hours per year and may receive ten paid holidays per year. * Research Associates excluded. **All benefits are dependent upon eligibility. Click Here For Rockstar Rewards (https://careers.pnnl.gov/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 $28.13/Hr. **Maximum Salary** USD $41.06/Hr.

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Pacific Northwest National Laboratory

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