Administrative Coordinator | Materials Sciences Group

Pacific Northwest National Laboratory•Richland, WA

12d•Onsite

About The Position

The Physical Sciences Division within the Integrated Discovery Sciences Directorate (IDSD) seeks a highly motivated and dedicated individual to provide administrative support to our Materials Sciences Group. The individual in this position serves as a central point-of-contact for staff and visitors and therefore is instrumental in promoting the group’s brand and culture. This administrative position primarily provides support to the group’s management team and scientific staff, with ad hoc tasking to support distributed efforts across our organization. The successful applicant will also interact on the group’s behalf with PNNL’s work-based learning representatives, safety representatives, move coordinators, laboratory managers, external collaborators, and sponsors. This position offers diverse range of responsibilities. The administrator chosen for it will need to be flexible, organized, and able to prioritize tasks to meet established deadlines. Responsibilities include: Serve as a resource for administrative functions regarding procedures, forms, and formats. Provide appropriate guidance to staff and visitors on PNNL policies and procedures. Coordinate group events and activities; including coordination of all logistics for event/meeting. Prepare agendas for staff or team meetings, track action items and follow up on delegated actions. Process a high volume of auditable requests, including purchases, requisitions, and travel expense reimbursement. Compile approvals and ensure requests are completed in accordance with regulations. Initiate and track technical documentation flow, including reports and manuscripts submissions, and maintain a submission tracking system. Coordinate domestic and international travel for staff and visitors, including complex immigration scenarios. Suggest process improvements and innovations for the Directorate, Division or Group related to the administrative role. This position is based in Richland, WA and requires an onsite presence 5 days a week.

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

Nice To Haves

Advanced knowledge of Microsoft Office Suite (Excel, PowerPoint, Word, Outlook, OneNote, Teams).
Ability to work with a service mindset while managing conflicting priorities and deadlines in a fast-paced, high-risk environment.
Strong written and verbal communication skills.
Ability to articulate standard policy and procedures to multiple audience levels.
Experience coordinating project visits, interviews, meetings, conferences, etc.
Demonstrate strong work ethics and high level of productivity with minimal oversight.
Knowledge of PNNL financial/business systems and charging guidelines.

Responsibilities

Serve as a resource for administrative functions regarding procedures, forms, and formats. Provide appropriate guidance to staff and visitors on PNNL policies and procedures.
Coordinate group events and activities; including coordination of all logistics for event/meeting.
Prepare agendas for staff or team meetings, track action items and follow up on delegated actions.
Process a high volume of auditable requests, including purchases, requisitions, and travel expense reimbursement.
Compile approvals and ensure requests are completed in accordance with regulations.
Initiate and track technical documentation flow, including reports and manuscripts submissions, and maintain a submission tracking system.
Coordinate domestic and international travel for staff and visitors, including complex immigration scenarios.
Suggest process improvements and innovations for the Directorate, Division or Group related to the administrative role.