Administrative Coordinator

Pacific Northwest National Laboratory•Richland, WA

11h•Onsite

About The Position

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. 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.

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

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.

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.