Administrative Coordinator | Materials Sciences Group

Pacific Northwest National Laboratory•Richland, WA

19h•Hybrid

About The Position

The Administrative Coordinator provides administrative support to the Materials Sciences Group within the Physical Sciences Division of PNNL’s Integrated Discovery Sciences Directorate. The position is a central point of contact for staff and visitors and helps promote the group’s brand and culture. The role primarily supports the group’s management team and scientific staff, with occasional assignments supporting distributed efforts across the organization. It also involves interacting on the group’s behalf with work-based learning and safety representatives, move coordinators, laboratory managers, external collaborators, and sponsors. The administrator serves as a resource on administrative procedures, forms, and formats; coordinates group activities and events; supports meetings and follow-up; processes auditable purchasing, requisition, and travel-expense requests; manages approvals and documentation workflows; and arranges domestic and international travel, including complex immigration scenarios. The position is based in Richland, Washington, and requires onsite presence four days per week.

Requirements

High school diploma/GED and six years of relevant experience in an administrative environment, or an associate degree or higher and four years of relevant experience in an administrative environment.
Experience planning meetings and coordinating travel.
Flexibility, organization, and ability to prioritize tasks to meet established deadlines.

Nice To Haves

Advanced knowledge of Microsoft Office Suite, including Excel, PowerPoint, Word, Outlook, OneNote, and 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 explain standard policies and procedures to audiences at multiple levels.
Experience coordinating project visits, interviews, meetings, or conferences.
Strong work ethic and high productivity with minimal oversight.
Knowledge of PNNL financial/business systems and charging guidelines.

Responsibilities

Provide guidance to staff and visitors on PNNL administrative functions, policies, procedures, forms, and formats.
Coordinate group events and activities, including meeting and event logistics.
Prepare staff or team meeting agendas, track action items, and follow up on delegated actions.
Process high volumes of auditable requests, including purchases, requisitions, and travel expense reimbursements.
Compile approvals and ensure requests are completed in accordance with regulations.
Initiate and track technical documentation workflows, including report and manuscript submissions, and maintain a submission tracking system.
Coordinate domestic and international travel for staff and visitors, including complex immigration scenarios.
Suggest administrative process improvements and innovations for the Directorate, Division, or Group.
Interact on the group’s behalf with work-based learning representatives, safety representatives, move coordinators, laboratory managers, external collaborators, and sponsors.