Senior Administrative Coordinator

3 weeks ago

Richland, United States Pacific Northwest National Laboratory Full time

Responsibilities



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.

Provide senior level administrative support to the Director of Quality, Quality Team Leads, and the organization. Partner with EA of Performance Management (PM) and the administrative team to provide comprehensive admin support to the Direct Reports of PM. Working knowledge of departmental and company policies, procedures and practices. Serving as a central resource to all staff by providing guidance on PNNL policies and procedures. Provide suggestions for process improvement. Independently prioritize and organize work. Routinely takes initiative with respect to everyday work. Extensive working knowledge of commonly used computer applications such as Microsoft Office Suite, Teams, internal software and internal lab business systems. Ability to effectively manage email with a high degree of speed and accuracy. Experience maintaining multiple calendars. Prepare, proofread and edit written correspondence and documents, according to Correspondence Guidelines. Prepare and edit Powerpoint presentations for Division Director. Communicate messages and information to Quality Division Director and maintain various records and documents. Organize group events, off-sites and activities including coordination of all logistics for events/meetings. Plan meetings. Prepare agendas for staff or team meetings, publish minutes and action items and follow up on delegated actions. Interface with group personnel and sponsors. Process high volume of standard forms including purchase requisitions, expense reimbursement, and personnel requisitions. Collect signatures and track all requests through completion. Coordinate complex travel for employees and visitors and process expense reports. Utilize data and applications to anticpate leaders and department reporting and information needs. Provides guidance and support to team members.
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:

Demonstrate proficient use of a PC using a variety of commercial and in-house software packages, including use of Microsoft Office Suite and SharePoint. Willing to search out and learn new technologies that makes not only the administrators work scope more efficient and accurate but benefits both management and the organization. Maintain high volume and quality of output with frequent interruptions. Prioritize work and be responsible for commitments and action items. Understand office support functions and possess the ability to effectively apply procedures, work independently, and direct workflow of others as appropriate. Resolve and/or advise management on a wide range of administrative issues. Identify potential administrative problems/areas for continuous improvement and recommend solutions. Learn quickly and provide training and guidance to less senior or new staff when necessary. Positively and proactively interact with a wide variety of PNNL staff and clients of all levels. Use good judgment and discretion. Communicate effectively with oral or written communication, including proper English grammar, punctuation and spelling.
Additional Information

Not Applicable.


Testing Designated Position

This is not a Testing Designated Position (TDP).


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