Senior Administrative Coordinator

Pacific Northwest National Laboratory•Richland, WA

7d•Hybrid

About The Position

The Senior Administrative Coordinator provides high-level, proactive administrative coordination and operational support to PI&E division staff. Working autonomously within established procedures and practices, this role applies specialized knowledge across a variety of administrative work processes to anticipate needs, coordinate priorities, resolve issues, and ensure timely, effective support across PI&E and closely related organizations. The successful candidate exercises sound judgment handles sensitive information with discretion, and serves as a knowledgeable resource on Laboratory tools, processes, policies, and administrative best practices. This position is based in Richland, WA and requires an onsite presence 4 days a week.

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

Nice To Haves

Professional judgment in fast‑moving operational environments.
Effective relationship management with staff, subcontractors, and leadership.
Exceptional attention to detail across scheduling, documentation, and operational coordination.
Initiative and ownership of administrative workflows and improvement opportunities.
Clear, confident communication, both written and verbal.
Experience coordinating business travel, including travel planning, booking, expense reporting, and account reconciliation using the Concur travel system.

Responsibilities

Provide comprehensive, proactive administrative support to the PI&E staff, manage complex calendars for PI&E leadership, coordinate meetings and logistics, prepare agendas and materials, track action items, and manage executive correspondence.
Anticipate administrative, scheduling, reporting, and information needs; gather and organize information, identify potential conflicts or gaps, and take appropriate action within established procedures to keep division priorities moving forward.
Coordinate end-to-end travel and expense processes for staff including travel requests, itinerary planning, expense reporting, corporate card monitoring, issue resolution, compliance documentation, and guidance on applicable policies and best practices.
Serve as a primary administrative point of contact for staff, providing support and guidance on Laboratory tools, processes, policies, and best practices related to training, IT hardware, procurement, DOE correspondence, meeting coordination, and other administrative services.
Coordinate division purchasing and supply needs, including supplies, materials, and equipment; initiate and track purchase requests, resolve routine and issues, and help ensure requests are complete, timely, and compliant with applicable requirements.
Support FIGC activities and associated administrative processes, coordinating information, documentation, scheduling, and follow-through as needed.
Assists with submitting and tracking staff memberships, licenses, and certifications, including preparing written justifications and processing related purchases. The position ensures all documentation is accurate, current, and compliant with organizational requirements.
Coordinate recruiting and hiring activities, including creation and routing of job requisitions, interview scheduling, panel logistics, preparation of materials, and candidate and panel communications, onboarding, in partnership with hiring managers and HR/Talent Acquisition.
Coordinate new-hire onboarding from pre-arrival through the first weeks of employment, including orientation, access requests, workspace readiness, equipment provisioning, required training, introductions, and first-week schedules.
Coordinate and track formal correspondence, including letters, memos, and notifications, from draft through review, approval, signature, distribution, and archiving; complete required Correspondence and Commitment Tracking System training.
Draft, edit, and format clear, professional communications, presentations, meeting materials, and other content that may be distributed across multiple organizations; ensure materials are accurate, complete, and appropriate for the intended audience.
Maintain organized electronic and physical records, meeting documentation, operational materials, and administrative records; support consistent records management and retrieval practices.
Apply knowledge of PI&E and Laboratory processes to identify and address administrative issues, gather information needed to resolve or escalate problems, and coordinate with appropriate partners through resolution.
Provide guidance and support to administrative team members and share knowledge, tools, and effective practices that strengthen consistency and continuity of administrative support.
Participate actively as a member of the Operational Systems Directorate administrative team, providing cross-coverage and backup support during absences and contributing to coordinated administrative practices across the directorate.
Identify opportunities to improve administrative workflows, coordination, and service; recommend practical improvements and support implementation within established procedures and practices.