Senior Administrative Coordinator

Pacific Northwest National Laboratory•Portland, OR

3d•Onsite

About The Position

The Building Simulation and Design Group (BS&DG), within PNNL’s Electricity Infrastructure and Buildings Division (EI&BD), is seeking a Senior Administrative Coordinator. This role provides administrative support to a geographically distributed team of approximately 50 engineers, scientists, and project managers. The position reports to the BS&D Group Leader and serves as the group administrator, requiring close coordination with the broader administrative team for the Electricity Infrastructure and Buildings Division. Additionally, this position will offer limited on-site support to the PNNL-Portland office, in collaboration with the office administrator. The ideal candidate is a self-starter, well-organized, and adept at multitasking and prioritizing work independently. Strong teamwork skills are essential for collaborating with administrative peers, management, staff, and office operations partners to ensure effective group operations and positive communication. The role involves proactively anticipating administrative needs, maintaining awareness of group activities, deadlines, and business processes, and providing timely, effective support. Responsiveness to staff requests, strong follow-through, and sound judgment in resolving administrative issues are key. Excellent written and verbal communication, attention to detail, and versatile interpersonal skills are necessary for fostering effective working relationships and maintaining confidentiality, discretion, and professionalism.

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
Working knowledge of departmental and company administrative policies, procedures, practices, and business systems, with demonstrated ability to help others navigate established processes.
Demonstrate experience providing administrative support to a manager, group leader, team, and geographically distributed organization.
Experience independently coordinating calendars, schedules, meetings, agendas, action items, logistics, and follow-up for staff or team meetings.
Experience coordinating domestic business travel, visitor logistics, candidate travel, and travel expense reporting, including resolving routine issues and escalating questions appropriately.
Experience processing a high volume of standard forms and administrative requests, such as awards, purchase requisitions, expense reimbursements, approvals, document routing, access actions, and related closeout steps.
Proficient use of Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
Excellent written and verbal communication skills, including experience preparing, proofreading, editing, and formatting correspondence, documents, agendas, presentations, or other administrative materials that may be shared beyond the immediate team.
Strong organizational skills and attention to detail, with demonstrated ability to manage multiple priorities, track deadlines, and deliver high-quality work in a timely manner.
Demonstrated ability to take initiative, work independently within established procedures, exercise sound judgment, resolve routine administrative issues, and gather information to escalate more complex or sensitive issues.
Ability to handle sensitive or confidential information with discretion, professionalism, and sound judgment.
Demonstrated customer-service orientation and ability to interact professionally with staff, managers, candidates, visitors, sponsors, vendors, internal service providers, and office operations partners.
Experience supporting onsite office operations, visitor logistics, facilities requests, access coordination, badging-related processes, or similar local office support activities.
U.S. Citizenship
Ability to obtain and maintain a federal security clearance.
Must pass a drug test prior to commencing employment.
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).

Responsibilities

Independently support the Group Leader’s schedule and calendar, coordinate meetings, and help track cyclical activities, due dates, action items, and administrative follow-up related to group operations and staff changes.
Coordinate group calendars, recurring meetings, and communication forums, including group meetings and other group events.
Serve as a knowledgeable administrative resource to group members, including staff on the main campus and in other locations, with business travel requests, travel booking, travel expense reporting, training requirement tracking, document routing, and other administrative activities using PNNL business systems.
Coordinate office supply and group equipment purchases using PCard and B2B systems, including purchase request tracking, approval routing, vendor follow-up, receipt confirmation, payment coordination, and issue resolution with requesters, finance, procurement, and other internal contacts.
Coordinate hiring activities, including candidate interviews, travel arrangements, interview agendas, logistics, and related communications to help ensure a strong first impression of PNNL.
Coordinate onboarding of new staff, including ordering computer equipment, supporting office setup, scheduling networking meetings, helping new staff connect with group resources, and tracking administrative onboarding actions through completion.
Serve as a resource to staff by providing guidance on routine PNNL administrative policies, procedures, and business processes, making appropriate referrals when needed.
Coordinate group and limited PNNL-Portland office support needs, including space, equipment, access, badging, visitor support, service request coordination, office logistics, local meetings or events, and other activities coordinated with facilities, security, office operations, the senior PNNL-Portland Office administrator, and other appropriate PNNL contacts.
Maintain and improve organization of group information, including group rosters, shared files, templates, administrative records, and group communication materials such as SharePoint or website updates, using established procedures.
Compose, edit, proofread, and format correspondence, documents, meeting materials, and other written communications with a high level of accuracy, including materials that may be shared across groups, division contacts, or internal service partners.
Collect signatures, route documents and requests for approval, and track administrative actions through completion, including receipt of goods, payment, reimbursement, access actions, or other closeout steps.
Prioritize and organize daily work independently, follow through on commitments, identify administrative issues or process gaps, resolve routine issues using established procedures, and gather information to escalate more complex or sensitive issues.
Recommend practical improvements for the group or related office workflows.
Support organizational events and occasional travel to other PNNL locations or group events, expected approximately four times per year.
This position is based on-site at the Portland office and requires regular on-site work.