Senior Administrative Coordinator

Pacific Northwest National Laboratory•Richland, WA

2d•Onsite

About The Position

The Senior Administrative Coordinator provides broad administrative and business support to the National Security Directorate (NSD) Operations Office, its Operations Manager and operations specialists, the Foreign Travel Office, and Operations Office leadership. The role supports the office’s work enabling safe, compliant, effective, and efficient research execution. Responsibilities include calendar and meeting coordination, travel support, document preparation, purchasing, expense reporting, communications management, and other day-to-day administrative activities. The position receives direction from the group leader and serves as a resource to staff, coordinating activities with managers and stakeholders across NSD and PNNL. The successful candidate is expected to use sound judgment and discretion, maintain confidentiality, organize and prioritize multiple tasks, assess and route communications, and respond to changing needs. Close coordination, accessibility, and real-time collaboration are central to the role, which is expected to be primarily onsite at least four days per week on average, aligned with the Operations Manager’s schedule.

Requirements

High school diploma or GED and 8 years of relevant experience in an administrative environment, or an associate degree or higher and 6 years of relevant experience in an administrative environment.
Experience planning meetings and coordinating travel.
Ability to obtain and maintain a federal security clearance.
U.S. citizenship.
Must meet eligibility requirements for access to classified matter under 10 CFR 710, Appendix B, and pass the required federal background investigation.
Must be able to demonstrate non-use of illegal drugs, including marijuana, for the 12 consecutive months preceding completion of the required Questionnaire for National Security Positions.
Must undergo pre-employment and random drug testing as a Testing Designated Position.
Ability to work primarily onsite at least four days per week on average.

Nice To Haves

Experience coordinating domestic travel itineraries, including familiarity with federal travel requirements.
Familiarity with PNNL internal software and Lab business systems such as PeopleSoft, B2B, EXPENSE, and PCardPro, including resolving atypical system issues.
Experience serving as a Technical Oversight Representative (TOR-1), coordinating and overseeing technical procurements for goods and services from planning through closeout while ensuring compliance with PNNL procedures.
Experience managing P-card purchases and processing procurement requests within departmental procedures.
Ability to work autonomously and prioritize multiple tasks within established procedures in a dynamic environment.
Strong written, verbal, and interpersonal communication skills, including drafting and editing content for diverse audiences and building positive working relationships across organizations.
Experience providing guidance and support to team members on administrative processes and procedures.
Experience mentoring, coaching, or supporting the professional development of other staff.
Experience in a customer-service-oriented environment supporting staff.
Ability to identify and resolve administrative issues and contribute to continuous process improvement.
Demonstrated discretion and sound judgment when handling sensitive or confidential information in a security-focused environment.

Responsibilities

Provide comprehensive and timely administrative support to the NSD Operations Office, Operations Manager, Associate Operations Managers, operations specialists, and related leadership and teams.
Organize and prioritize calendars and schedules, coordinate meetings and agendas, and support interviews and hiring activities.
Manage incoming email, correspondence, and telephone calls; assess urgency, route communications, coordinate responses, disseminate information, and track actions to completion.
Monitor the NSD Operations inbox.
Support domestic travel requests, bookings, itineraries, and expense reporting for the team.
Prepare, edit, format, and maintain documents, spreadsheets, presentations, and other program materials using Microsoft Office Suite.
Maintain and update the group SharePoint site and Microsoft Teams channel.
Coordinate onboarding and related documentation for new hires.
Support inventory management and purchasing, and reconcile purchases in accordance with PNNL policies.
Provide guidance and support to team members on administrative processes and procedures.
Exercise discretion with sensitive or confidential information and escalate complex or nonstandard issues appropriately.
Identify and resolve administrative issues and contribute to continuous process improvement.
Coordinate activities with management and staff across organizations and act as a resource to staff.
Perform general administrative and office support, which may include receiving and directing visitors, word processing, creating spreadsheets and presentations, filing, developing required documentation, and responding to stakeholder questions.