Lead Program Administrative Coordinator

Overview

Do you want to contribute to national security while representing a billion-dollar international research institution? We're looking for a driven, energetic, and professional administrator to join Pacific Northwest National Laboratory. Our collaborative environment and commitment to work/life balance makes PNNL an ideal place to advance your career, challenge yourself, and make a difference in the world.

Your work will directly contribute to global security efforts, making a tangible difference in the protection of the United States and its global partners. This is a unique opportunity to be involved in meaningful and impactful work that addresses one of the world's most significant security challenges. The successful candidate will be responsible for ensuring efficient program support and fostering effective collaboration with global partners.

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.

Are you eager to play a vital role in enhancing security within a prestigious international research environment? We are seeking a motivated, dynamic, and professional administrator to join Pacific Northwest National Laboratory to organize and execute work to support national security projects sponsored by the Department of Energy and other National Security Sponsors. This is a full-time position requiring a regular schedule of 40 hours a week in a 5-day (Mon-Fri) work week. Our supportive atmosphere and commitment to a balanced work-life dynamic provide an ideal setting for career advancement, personal development, and meaningful contributions.

The primary objective of this role is to provide comprehensive administrative support to leaders and cross-functional teams in a specialized international security program. This program collaborates globally to mitigate risks related to sensitive materials and facilities. The administrator will be at the forefront of both internal and external interactions, acting as the administrative resource and liaison for all program-related activities.

Key responsibilities include:

* Performing full administrative office support to Program Managers, Project Managers, and other program staff.
* Serving as the Program's point of contact for coordinating logistics and hosting visitors.
* Managing calendars for Program Managers and their deputies.
* Assisting in preparing reports, documents, and forms, ensuring accuracy through typing, proofreading, and processing.
* Maintaining general and project files for all records, correspondence, and forms to meet project and quality assurance requirements.
* Maintaining proficiency in Microsoft 365 applications like Outlook, Teams, SharePoint, and OneNote.
* Handling Travel Expense Reports and facilitating communication between the program and relevant departments.
* Coordinating procurement of necessary hardware and components via various acquisition processes, including B2B and P-card procurements.



This role entails creating and maintaining effective administrative processes, ensuring seamless support for technical teams while adhering to organizational standards. Successful integration with various support teams within the organization is crucial.

The ideal candidate is a highly skilled, organized, and professional individual capable of thriving in a multifaceted environment. They must be adept team players, capable of understanding, interpreting, and applying procedures and policies. The role requires independence in task execution, relying on strong organizational, evaluative, and discretion skills. A proactive approach to problem-solving and demonstrable creativity and initiative in addressing challenges are essential.

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:

* Working knowledge of Battelle, PNNL, and DOE policies and procedures, and organizational structure.
* Ability to manage and prioritize multiple tasks while working independently and effectively in a team environment.
* Exercise sound judgment and initiative, with a high tolerance for dynamic, ambiguous, and sensitive work environments.
* Strong written and oral communication skills, with the ability to process and disclose sensitive or confidential information responsibly.
* Experience managing P-card purchases and familiarity with B2B, EXPENSE, PeopleSoft, HPRM, PCardPro, RIDs, Project Management, and Finance programs.
* Advanced proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook, OneNote, Teams).
* Ability to handle routine-to-complex administrative issues and demonstrate attention to detail and sound judgment in organizational activities.
* Manage schedules and calendars, anticipating needs, and coordinating meetings, reports, and presentations.
* Proficient at identifying and resolving administrative issues and contributing to continuous process improvement.
* Experience working in a high-energy, customer service, and teaming environment, with adaptability to changing priorities.
* Experience coordinating travel arrangements, handling logistics for visitors, and managing all aspects of the travel management process.
* Ability to monitor and triage emails, draft correspondence, and guide workflows efficiently.

Hazardous Working Conditions/Environment

Candidate must be able to support Program activities outside of normal business hours to accommodate foreign partner schedules/international time zones.

Additional Information

Due to business needs and client space, US Citizenship is required.

Pacific Northwest National Laboratory is subject to the Department of Energy Unclassified Foreign Visits & Assignments Program site, information, technologies, and equipment access requirements.

Testing Designated Position

This is not a Testing Designated Position (TDP).

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, Diversity, Equity, Inclusion, and Equal Employment Opportunity

Our laboratory is committed to a diverse and inclusive work environment dedicated to solving critical challenges in fundamental sciences, national security, and energy resiliency. We are proud to be an Equal Employment Opportunity and Affirmative Action employer. In support of this commitment, we encourage people of all racial/ethnic identities, women, veterans, and individuals with disabilities to apply for employment.

Pacific Northwest National Laboratory considers all applicants for employment without regard to race, religion, color, sex (including pregnancy, sexual orientation, and gender identity), 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.

HSPD-12 PIV Credential Requirement

In accordance with Homeland Security Presidential Directive 12 (HSPD-12) and Department of Energy (DOE) Order 473.1A, new employees are required to obtain and maintain a HSPD-12 Personal Identity Verification (PIV) Credential. To obtain this credential, new employees must successfully complete and pass a Federal Tier 1 background check investigation. This investigation includes a declaration of illegal drug activities, including use, supply, possession, or manufacture within the last year. This includes marijuana and cannabis derivatives, which are still considered illegal under federal law, regardless of state laws.

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, health savings account, flexible spending accounts, basic life insurance, disability insurance*, employee assistance program, business travel insurance, tuition assistance, 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 401k savings plan. Employees may accrue up to 120 vacation hours per year and may receive ten paid holidays per year.

* Research Associates excluded.

Once eligibility requirements are met.

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 $26.92/Hr.

Maximum Salary

USD $39.57/Hr.