Senior Administrative Coordinator for Counterintelligence

Pacific Northwest National Laboratory • Richland, WA

2d

About The Position

This position provides overall administrative support to the Pacific Northwest Counterintelligence (CI) Field Office (PNFO) and daily support to the Senior Counterintelligence Officer (SCIO) while fulfilling on-demand requests to Department of Energy – Intelligence and Counterintelligence program directors on matters related to CI program requirements.

This position will support a full range of business and administrative issues by providing responsible, responsive, and confidential assistance to the Counterintelligence Program. The incumbent is expected to act with mature judgment in analyzing communications flow, situational events, while taking appropriate actions and/or judging the referral or transmission of information to other team members, as required.
Duties may include managing schedules, emails, and travel, fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, taking meeting notes, and filing. More specific duties depending on discipline may also include development of required documentation and fielding questions from internal or external stakeholders.
The opportunity could also include:
Working knowledge of departmental and company policies, procedures and practices.
Provides suggestions for process improvements. Independently prioritizes and organizes work.
Routinely takes initiative with respect to their everyday work.
Prepares, proofreads and edits written correspondence and documents.
Coordinates group events, off-sites & activities; including coordination of all logistics for event/meeting.
Prepares agendas for staff or team meetings, publishes minutes and action items & follows up on delegated actions.
Interfaces with group personnel and sponsors.
Processes high volume of standard forms, including awards, purchase requisitions, expense reimbursement, and personnel requisitions.
Collects signatures and tracks all requests through completion (receipt of goods, payment, etc.).
Coordinates complex travel for employees and visitors.
May recommend process improvements and innovations for the Directorate or Group.

Requirements

• High school diploma/GED and 8 years of relevant experience in an administrative environment -OR- AA degree or higher and 6 years of relevant experience in an administrative environment.
• Experience in planning meetings and coordinating travel
• Should understand office support functions and possess the ability to effectively apply procedures, work independently, and direct workflow of others as appropriate.
• Should be able to identify potential administrative problems/areas for continuous improvement and recommend solutions.
• Should be able to: use discretion and good judgment; independently make decisions; positively interact with a wide variety of PNNL and other program staff and clients of all levels; resolve and/or advise management on a wide range of administrative issues; provide training and guidance to less senior or new staff when necessary.
• Should posses excellent written and verbal communication skills.
• U.S. Citizenship
• Applicants selected will be subject to a Federal background investigation and must meet eligibility requirements for access to classified matter in accordance with 10 CFR 710, Appendix B.
• All Security Clearance positions are Testing Designated Positions, which means that the applicant selected for hire is subject to pre-employment drug testing, and post-employment random drug testing. In addition, applicants must be able to demonstrate non-use of illegal drugs, including marijuana, for the 12 consecutive months preceding completion of the requisite Questionnaire for National Security Positions (QNSP).
• Applicants will be considered ineligible for security clearance processing by the U.S. Department of Energy if non-use of illegal drugs, including marijuana, for 12 months cannot be demonstrated.

Responsibilities

• managing schedules, emails, and travel
• fielding telephone calls
• receiving and directing visitors
• word processing
• creating spreadsheets and presentations
• taking meeting notes
• filing
• development of required documentation
• fielding questions from internal or external stakeholders
• Provides suggestions for process improvements
• Independently prioritizes and organizes work
• Routinely takes initiative with respect to their everyday work
• Prepares, proofreads and edits written correspondence and documents
• Coordinates group events, off-sites & activities; including coordination of all logistics for event/meeting
• Prepares agendas for staff or team meetings, publishes minutes and action items & follows up on delegated actions
• Interfaces with group personnel and sponsors
• Processes high volume of standard forms, including awards, purchase requisitions, expense reimbursement, and personnel requisitions
• Collects signatures and tracks all requests through completion (receipt of goods, payment, etc.)
• Coordinates complex travel for employees and visitors
• May recommend process improvements and innovations for the Directorate or Group

Benefits

• Employees and their families are offered medical insurance, dental insurance, vision insurance, robust telehealth care options, several mental health benefits, free wellness coaching, health savings account, flexible spending accounts, basic life insurance, disability insurance, employee assistance program, business travel insurance, tuition assistance, relocation, backup childcare, legal benefits, supplemental parental bonding leave, surrogacy and adoption assistance, and fertility support.
• Employees are automatically enrolled in our company-funded pension plan and may enroll in our 401 (k) savings plan with company match.
• Employees may accrue up to 120 vacation hours per year and may receive ten paid holidays per year.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees