Administrative Coordinator

Pacific Northwest National Laboratory•Richland, WA

11d•Onsite

About The Position

The Atmospheric and Earth Sciences Division in the Integrated Discovery Sciences Directorate (IDSD) is seeking an experienced administrative coordinator to serve as the lead support for the Environmental Transformations and Interactions (ETI) group. This position provides comprehensive administrative support to the ETI Group Leader and scientific staff within that group, as well as working closely with the division administrative team to ensure coverage across the division. The successful candidate will be flexible, organized, and highly motivated, as well as bring sound judgment, exceptional discretion, professional composure, and emotional intelligence to the role. This position offers a diverse range of responsibilities, serving as the central point of contact for ETI’s scientific staff, visitors, and other staff across the lab.

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 (Outlook, Word, Teams, Excel, PowerPoint and Share Point)
Demonstrated ability to work independently, navigate ambiguity, exercise sound judgment, and determine when an issue requires escalation.
Exceptional organizational skills and the ability to prioritize, manage multiple workstreams, and adapt calmly to changing needs and tight deadlines.
Excellent written and verbal communication skills, with strong attention to detail.
The ability to build trust and work effectively with a diverse population, including senior leaders, researchers, operations professionals, clients, and external partners.
Strong working knowledge of organizational policies, procedures, and administrative practices, and the ability to articulate these policies to multiple audience levels; knowledge of PNNL systems and processes is preferred.
A proactive, solutions-oriented approach, with the ability to anticipate issues and recommend practical solutions.
Exceptional discretion, integrity, reliability, and follow-through.
Interest in and ability to work primarily onsite to provide responsive, high-touch support to a wide variety of laboratory-based staff.

Responsibilities

Serve as the primary support for the ETI Group Lead, managing calendars, meeting requests, email-related follow-up, and other day-to-day needs.
Coordinate meetings led by the Group Lead, including developing agendas, assembling and distributing pre-read materials, tracking action items, and following up to closure.
Coordinate travel arrangements and process travel expense reports in accordance with PNNL systems, policies, and procedures.
Initiate and track technical documentation flow, including report and manuscript submissions, and maintain a submission tracking system.
Process a high volume of purchases and requisitions
Plan and coordinate group events and activities.
Apply knowledge of PNNL systems, processes, and practices to manage office operations, resolve administrative issues, and identify opportunities for continuous improvement.
Build and maintain strong working relationships with administrative professionals within the division and across the laboratory.
Serve as a trusted information resource and point of contact for the COO's office, interacting professionally with staff at all levels and with external partners.
Exercise exceptional discretion in handling sensitive, confidential, and time-critical information and matters.