Senior Administrative Coordinator

Overview


Responsibilities

The National Security Directorate (NSD) Operations Office seeks a highly motivated, dependable, and customer-focused individual to provide administrative support to a dynamic team of operations specialists, the Foreign Travel Office, and Operations Office leadership. This position provides a broad range of administrative and business support to the Operations Manager and the operations specialists, including calendar management, meeting and agenda coordination, travel coordination, document preparation, purchasing, expense reporting, and other day-to-day administrative activities.

The successful candidate will demonstrate strong organizational skills, sound judgment, discretion, and the ability to independently assess and prioritize communications, respond to evolving needs, and appropriately coordinate or route information and actions. This role requires frequent interaction with managers, staff, and stakeholders at all levels across NSD and PNNL, making strong customer service, communication, teamwork, integrity, and the ability to maintain confidentiality essential. The position receives direction from the group leader and plays an important role in supporting the Operations Office and PNNL's research mission. Because close coordination, accessibility, and real-time collaboration are central to this role, the position is expected to work primarily onsite (a minimum of four days per week on average), aligned with the Operations Manager's schedule.

Performs administrative and office support activities. Duties may include managing schedules, emails, and travel, fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, and filing. More specific duties depending on discipline may also include development of required documentation and fielding questions from internal or external stakeholders.

Other responsibilities and duties:

• Provide comprehensive and timely administrative support to the NSD Operations Office.
• The incumbent routinely organizes the calendars for the Operations Manager and Associate Operations Managers, managing and prioritizing multiple tasks within established processes.
• Provide guidance and support to team members on administrative processes and procedures.
• Work autonomously in a dynamic environment, managing and prioritizing multiple tasks within established processes.
• Manage high volumes of incoming email, correspondence, and phone calls with efficiency, accuracy, and attention to detail, assess urgency, prioritize and route communications as appropriate, coordinate responses, disseminate information, and track actions to ensure timely completion.
• Monitor NSD Operations inbox.
• Support domestic travel requests, bookings, and expense reporting for team.
• Prepare, edit, format and maintain documents, spreadsheets, presentations, and other program materials using Microsoft Office Suite.
• Maintain/update the group SharePoint site and Microsoft Teams channel.
• Coordinate interviews, hiring processes, onboarding, and related documentation for new hires.
• Provide responsive support for inventory management, purchasing needs and reconciling purchases in alignment with PNNL policies.
• Exercise discretion with sensitive or confidential information, applying sound judgment and escalating complex or non standard issues appropriately.
• Contribute to continuous process improvement by identifying and resolving administrative issues.
• Interfaces with all levels of management and staff involved for the coordination of activities; acts as a resource to all staff.

This role is to be onsite at least 4 days a week.

Qualifications

Minimum Qualifications:

• 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

Preferred Qualifications:

• Experience coordinating domestic travel itineraries, including familiarity with federal travel requirements.
• Familiarity with PNNL internal software and Lab business systems (e.g., PeopleSoft, B2B, EXPENSE, PCardPro) with the ability to resolve atypical system issues.
• Experience serving as a Technical Oversight Representative (TOR-1), including 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, managing and prioritizing multiple tasks within established procedures in a dynamic environment.
• Demonstrate strong written, verbal, and interpersonal communication skills, including the ability to draft and edit content for diverse audiences, build positive working relationships with staff across multiple organizations, and communicate effectively in a fast-paced, dynamic, and sometimes sensitive work environment.
• Proven ability to provide guidance and support to team members on administrative processes and procedures.
• Experience mentoring, coaching, and/or supporting the professional development of other staff, including sharing knowledge, providing guidance, and promoting consistent practices and teamwork.
• Experience working in a customer-service-oriented environment supporting staff, with the ability to impact the group and closely related groups through quality and timeliness of work.
• Proficiency in identifying and resolving administrative issues and contributing to continuous process improvement within the group.
• Demonstrated ability to exercise discretion and handle sensitive or confidential information in a security-focused environment, applying sound judgment within established procedures and gathering relevant information to escalate complex or ambiguous issues appropriately.

Additional Information

This position requires the ability to obtain and maintain a federal security clearance.

A security clearance background investigation includes review of your employment, education, financial, and criminal history, as well as interviews with you and your personal references, neighbors, and co-workers to determine trustworthiness, reliability, and loyalty to the United States. The investigation also examines your foreign connections, drug and alcohol use, foreign influence, and overall conduct.

Requirements:

• U.S. Citizenship
• Background Investigation: 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.
• Drug Testing: 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).

Note: 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.

Testing Designated Position

This position is a Testing Designated Position (TDP). The candidate selected for this position will be subject to pre-employment and random drug testing for illegal drugs, including marijuana, consistent with the Controlled Substances Act and the PNNL Workplace Substance Abuse Program.

About PNNL

Pacific Northwest National Laboratory (PNNL) is a world-class research institution powered by a highly educated, diverse workforce committed to the values of Integrity, Creativity, Collaboration, Impact, and Courage. Every year, scores of dynamic, driven people come to PNNL to work with renowned researchers on meaningful science, innovations and outcomes for the U.S. Department of Energy and other sponsors; here is your chance to be one of them!

At PNNL, you will find an exciting research environment and excellent benefits including health insurance, and flexible work schedules. PNNL is located in eastern Washington State—the dry side of Washington known for its stellar outdoor recreation and affordable cost of living. The Lab’s campus is only a 45-minute flight (or ~3 hour drive) from Seattle or Portland, and is serviced by the convenient PSC airport, connected to 8 major hubs.

Commitment to Excellence and Equal Employment Opportunity

Our laboratory is committed to fostering a work environment where all individuals are treated with fairness and respect while solving critical challenges in fundamental sciences, national security, and energy resiliency. We are an Equal Employment Opportunity employer.

Pacific Northwest National Laboratory (PNNL) is an Equal Opportunity Employer. PNNL considers all applicants for employment without regard to race, religion, color, sex, national origin, age, disability, genetic information (including family medical history), protected veteran status, and any other status or characteristic protected by federal, state, and/or local laws.

We are committed to providing reasonable accommodations for individuals with disabilities and disabled veterans in our job application procedures and in employment. If you need assistance or an accommodation due to a disability, contact us at careers@pnnl.gov.

Drug Free Workplace

PNNL is committed to a drug-free workplace supported by Workplace Substance Abuse Program (WSAP) and complies with federal laws prohibiting the possession and use of illegal drugs.

If you are offered employment at PNNL, you must pass a drug test prior to commencing employment. PNNL complies with federal law regarding illegal drug use. Under federal law, marijuana remains an illegal drug. If you test positive for any illegal controlled substance, including marijuana, your offer of employment will be withdrawn.

Security, Credentialing, and Eligibility Requirements

As a national laboratory, PNNL is responsible for adhering to the Homeland Security Presidential Directive 12 (HSPD-12) and Department of Energy (DOE) Order 473.1A, which require new employees to obtain and maintain a HSPD-12 Personal Identify Verification (PIV) Credential. To obtain this credential, new employees must successfully complete the applicable tier of federal background investigation post hire and receive a favorable federal adjudication. The tier of federal background investigation will be determined by job duties and national security or public trust responsibilities associated with the job. All tiers of investigation include a declaration of illegal drug activities, including use, supply, possession, or manufacture within the last 1 to 7 years (depending on the applicable tier of investigation). Illegal drug activities include marijuana and cannabis derivatives, which are still considered illegal under federal law, regardless of state laws.

For foreign national candidates:

If you have not resided in the U.S. for three consecutive years, you are not eligible for the PIV credential and instead will need to obtain a favorable Local Site Specific Only (LSSO) Federal risk determination to maintain employment. Once you meet the three-year residency requirement thereafter, you will be required to obtain a PIV credential to maintain employment. The tier of federal background investigation required to obtain the PIV credential will be determined by job duties at the time you become eligible for the PIV credential.

Mandatory Requirements

Please be aware that the Department of Energy (DOE) prohibits DOE employees and contractors from having any affiliation with the foreign government of a country DOE has identified as a “country of risk” without explicit approval by DOE and Battelle. If you are offered a position at PNNL and currently have any affiliation with the government of one of these countries, you will be required to disclose this information and recuse yourself of that affiliation or receive approval from DOE and Battelle prior to your first day of employment.

Rockstar Rewards

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.

* Research Associates excluded.

**All benefits are dependent upon eligibility.

Click Here For Rockstar Rewards

Notice to Applicants

PNNL lists the full pay range for the position in the job posting. Starting pay is calculated from the minimum of the pay range and actual placement in the range is determined based on an individual’s relevant job-related skills, qualifications, and experience. This approach is applicable to all positions, with the exception of positions governed by collective bargaining agreements and certain limited-term positions which have specific pay rules.

As part of our commitment to fair compensation practices, we do not ask for or consider current or past salaries in making compensation offers at hire. Instead, our compensation offers are determined by the specific requirements of the position, prevailing market trends, applicable collective bargaining agreements, pay equity for the position type, and individual qualifications and skills relevant to the performance of the position.

Minimum Salary

USD $31.63/Hr.
Maximum Salary

USD $45.91/Hr.