Administrative Coordinator

Pacific Northwest National Laboratory•Richland, WA

6h•Onsite

About The Position

At PNNL, core capabilities are divided among major departments called Directorates. The Earth and Biological Sciences Directorate (EBSD) leads critical research in Atmospheric, Climate & Earth Sciences, Biological Sciences, Environmental Molecular Sciences, and Global Change, aiming to develop a predictive understanding of biological and Earth systems. The Environmental Molecular Sciences Division (EMSD) within EBSD comprises 18 interdisciplinary research teams focused on deciphering molecular-level interactions driving biological and environmental processes. This division also manages the Environmental Molecular Sciences Laboratory, a Department of Energy, Office of Science user facility. The Administrative Coordinator will support the Environmental Molecular Sciences Division (EMSD) within the Earth & Biological Sciences Directorate, specifically the Environmental Transformations and Interactions (ETI) group. This role supports the ETI Group Lead, staff scientists, and research associates, and works closely with the EMSD division office administrator and management team, as well as other administrative coordinators in the division.

Requirements

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.
Excellent written and verbal communication skills.
Ability to communicate effectively with a diverse population, including high level managers and clients.
Deal professionally with sensitive and confidential matters and materials.
Manage day-to-day administrative processes associated with office and team coordination.
Demonstrated experience with standard office equipment, including MS Office Suite.
Demonstrated ability to anticipate potential issues and recommend solutions as well as identify opportunities for continuous improvement.
Exceptional discretion and good judgement.

Nice To Haves

Proficient in MS Office products (Excel, Word, PowerPoint).
Knows and follows departmental and company policies, procedures and practices.
Provides suggestions for process improvements.
Independently prioritizes and organizes work.
Extensive working knowledge of departmental and company policies, procedures and practices.
Demonstrated ability to multi-task, prioritize, organize and complete work under tight deadlines and changing priorities.

Responsibilities

Performs administrative and office support activities.
Manages schedules, emails, and travel.
Fields telephone calls, receives and directs visitors.
Performs word processing, creates spreadsheets and presentations, and files.
Develops required documentation and fields questions from internal or external stakeholders.
Manages calendar and inbox for the group lead and leadership team, including scheduling, adjustments, and replying to emails on behalf of management.
Arranges domestic and international travel for staff and processes related expense reports.
Coordinates schedules, approvals, and badging for various types of visitors to the lab, including seminar speakers, interviewees, collaborators, and visiting researchers.
Serves as a primary point of contact for vendors and external partners, responding to inquiries and directing communications appropriately.
Provides administrative support for the MONet (Molecular Observation Network) team and ETI campaigns to facilitate efficient execution of scientific activities.
Prepares various documents on behalf of management, including agendas, presentations, and correspondence.
Manages recurring group meetings by coordinating schedules and ensuring engagement of core scientific staff.
Procures laboratory and office supplies via P-card and B2B processes.
Processes, updates, and tracks publication submissions and other products through PNNL’s Information Release system.
Ensures smooth daily operations by anticipating administrative needs, proactively identifying potential issues, and resolving problems efficiently.
Coordinates administrative workflows in alignment with laboratory protocols, policies, and compliance requirements.
Acts independently and with maturity of judgment and confidentiality to analyze communications and situational events and take appropriate actions to pass information to other authority levels, both internally and externally, consistent with expectations.
Creates and maintains a strong network and positive working relationships within the EMSD administrative team as well as throughout the directorate and Laboratory.
Provides guidance and training to less senior or new staff when necessary.