Administrative Coordinator

Overview At PNNL, our core capabilities are divided among major departments referred to as Directorates within the Lab, focused on a specific area of scientific research or other function, with its own leadership team and dedicated budget. Our Science & Technology directorates include National Security, Earth and Biological Sciences, Physical and Computational Sciences, and Energy and Environment. In addition, we have the Environmental Molecular Sciences Laboratory, a Department of Energy, Office of Science user facility housed on the PNNL campus. The Earth and Biological Sciences Directorate (EBSD) leads critical research in Atmospheric, Climate & Earth Sciences, Biological Sciences, Environmental Molecular Sciences, and Global Change. Our vision is to develop a predictive understanding of biological and Earth systems in transition, understand energy and material flows within the integrated Earth system, understand, predict, and control the response of biosystems to environmental and/or genomic changes, and model the Earth system from the subsurface to the atmosphere. The Environmental Molecular Sciences Division is comprised of 18 interdisciplinary research teams focused on deciphering molecular-level interactions driving biological and environmental processes across temporal and spatial scales. Through computational analysis and modeling, these findings contribute to predictive understanding of how systems respond to environmental perturbations, enabling solutions to energy, environmental, and human health challenges. The division also manages the Environmental Molecular Sciences Laboratory, a DOE Office of Science user facility housed on the PNNL campus that accelerates research by providing access to expertise, instrumentation, and computational resources. Responsibilities The Environmental Molecular Sciences Division (EMSD) within the Earth & Biological Sciences Directorate is seeking an Administrative Coordinator to support its Environmental Transformations and Interactions (ETI) group. The successful candidate will support the ETI Group Lead, as well as staff scientists and research associates within the group. In addition, this position works closely with the EMSD division office administrator and management team, as well as other administrative coordinators in the division. 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. Calendar and inbox management for the group lead and leadership team, including calendar scheduling and adjustments, and replying to emails on behalf of management. Arranging domestic and international travel for staff, and processing related expense reports. Coordinate schedules, approvals, and badging for various types of visitors to the lab, including seminar speakers, interviewees, collaborators and visiting researchers. Serve as a primary point of contact for vendors and external partners, responding to inquiries and directing communications appropriately. Provide administrative support for the MONet (Molecular Observation Network) team and ETI campaigns to facilitate efficient execution of scientific activities. Prepare various documents on behalf of management, including agendas, presentations, correspondence. Manage recurring group meetings by coordinating schedules and ensuring engagement of core scientific staff. Procurement of laboratory and office supplies via P-card and B2B processes. Process, update and track publication submissions and other products through PNNL’s Information Release system. Ensure smooth daily operations by anticipating administrative needs, proactively identifying potential issues, and resolving problems efficiently. Coordinate administrative workflows in alignment with laboratory protocols, policies, and compliance requirements. Act independently and with maturity of judgment and confidentiality to analyze communications and situational events and take appropriate actions to pass information to other authority levels, both internally and externally, consistent with expectations. Create and maintain a strong network and positive working relationships within the EMSD administrative team as well as throughout the directorate and Laboratory. Additional competencies include but are not limited to: Excellent written and verbal communication skills. Ability to communicate effectively with a diverse population, including high level managers and clients. Deal professionally with sensitive and confidential matters and materials. Manage day-to-day administrative processes associated with office and team coordination. Provide guidance and training to less senior or new staff when necessary. Demonstrated experience with standard office equipment, including MS Office Suite. Demonstrated ability to anticipate potential issues and recommend solutions as well as identify opportunities for continuous improvement. Exceptional discretion and good judgement. 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: Proficient in MS Office products (Excel, Word, PowerPoint) Knows and follows departmental and company policies, procedures and practices. Provides suggestions for process improvements. Independently prioritizes and organizes work. Extensive working knowledge of departmental and company policies, procedures and practices. Demonstrated ability to multi-task, prioritize, organize and complete work under tight deadlines and changing priorities. Testing Designated Position This is not a Testing Designated Position. Notes End of description excerpt for job-focused content. For full details, refer to the original posting. #J-18808-Ljbffr