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LYNM Project Administrative Coordinator

4 months 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.

This position will provide project administrative support to the LYNM Core Team and staff members in the program, and may provide limited support (e.g. occasional coordination of travel, visits, and event logistics) to senior members of the Nuclear Signatures Group.

The work environment is fast-paced and dynamic, requiring the ability to prioritize, track, and complete work independently and with limited supervision. Expectations include learning about the supported projects to enhance your ability to anticipate and address administrative needs and apply knowledge of how the projects integrates with other teams inside and outside of the group to achieve objectives.

To be successful, the project administrator will need to demonstrate a strong sense of customer service, teamwork, dependability, and trust, as part of PNNL's commitment to both scientific excellence and national impact on critical scientific and technical problems.

To be successful, this project administrator will unencumber those they support by:

Partnering with the LYNM Core Team and/or project leads to efficiently anticipate, prioritize, and implement project tasks and commitments, often with competing priorities. Maintain a high degree of responsiveness and flexibility in a constantly changing work environment, as well as anticipate needs on behalf of the LYNM Core Team. Guide the workflow of the Core Team by engaging others, as necessary, to ensure task completion, including delegating tasks to additional administrative staff and following up on results. Create, organize, and prepare meeting information, participate in meetings by taking minutes/notes, ensuring completeness and accuracy. Ensure that assignments, follow up actions, and accountabilities are met. Provide support to staff in secure spaces for meetings, maintenance, and daily secure duties. Act as custodian for the Secure Conference Room, upon clearance being granted. Type and edit reports, correspondence, articles, presentations, forms, and mass mailings. Submit, enter, and track staff publications that need information release approvals prior to external release using the Information Release System. Establish and maintain a centralized repository for project documentation. Manage complex foreign and domestic travel matters for all program staff such as submitting travel requests, coordinating travel arrangements, and completing expense reports. For those outside the group organization, engage group lead admin to ensure accurate tracking of wallet entries. Provide administrative support for visits and on-site training events, working closely with other members of the LYNM team to ensure that all details are addressed including but not limited to agendas, badge requests, security clearances, conference rooms and communications with visitors and participants. Create, track, and reconcile purchases in a timely manner. Purchases include office, computer equipment, and software and other materials necessary for LYNM. Demonstrate personal accountability for action items, prioritization of duties, security, and related operational requirements.
Qualifications

Minimum Qualifications:

High school diploma/GED and 6 years of relevant experience in an administrative environment -OR- AA degree or higher and 4 years of relevant experience in an administrative environment Experience in planning meetings and coordinating travel

Preferred Qualifications:

Maintain and refine internal processes that support the LYNM Program and coordinate internal and external resources to expedite workflows. Utilize training and knowledge of internal software, business systems, processes, and procedures to arrange, track, and reconcile complex tasks, included, but not limited to foreign and domestic travel, staff publications, project reports, and project purchases. Extensive working knowledge of Microsoft Office Suite for different tasks and using Outlook to effectively triage email with a high degree of speed and accuracy for your own and project manager Working knowledge of internal applications, policies, and procedures to apply them to a variety of tasks. Possession of an active DOE Q clearance.
Hazardous Working Conditions/Environment

N/A


Additional Information

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

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 10 CFR 710, Appendix B.

*Drug Testing: All Security Clearance positions are Testing Designated Positions, which means that the candidate selected is subject to pre-employment and 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 until non-use of illegal drugs, including marijuana, for 12 months can 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.