Credentialing and Access Coordinator

Credentialing and Access Coordinator

We are seeking a detail-oriented professional for an administrative role focused on security credentialing and foreign access tracking. This position supports the Badge Office and Personnel Security by maintaining tracking tools, coordinating applicant communications, and managing high-volume data entry. This is a process-driven role requiring high levels of confidentiality and professional customer service in an onsite environment.

Compensation & Schedule

• Pay Rate: $30.00 $35.00 per hour (depending on experience/education).
• Additional Benefit: $5.55 per hour H&W payment (to be applied toward Medical or 401K).
• Duration: Long Term
• Shift: Monday Friday, 8:00 AM 5:00 PM.
• Location: 100% Onsite Menlo Park, CA

Specific Responsibilities

• Maintain and update applicant tracking spreadsheets, logs, and status tools for PIV/UPIV processing.
• Track applicant progress through all steps, including initial enrollment, form returns, NBIS initiation, and credential issuance.
• Monitor receipt of required forms (e.g., DOE F 206, OF-306) and ensure all documentation is organized and filed per naming conventions.
• Send template-based communications to applicants, managers, sponsors, and internal stakeholders regarding missing information or pending actions.
• Coordinate and monitor in-person enrollment appointments and provide routine procedural information using approved checklists.
• Monitor shared inboxes or assigned email queues for tracking responses and inquiries.
• Prepare routine status summaries identifying pending actions, stuck cases, and items requiring immediate follow-up.
• Support administrative tracking for unclassified foreign visits and assignments by entering visitor data into approved databases (including FACTS).
• Perform data quality checks for completeness and consistency across all tracking systems.
• Provide front-facing customer support to employees, visitors, and subcontractors regarding site access and credentialing.

Required Qualifications

• Proven administrative support experience in a process-driven environment (e.g., HR, compliance, security, credentialing, or customer service).
• Strong organizational skills with the ability to manage multiple pending actions and deadlines.
• Proficiency with Microsoft Office Suite (Excel, Outlook, Word, and Teams).
• Experience maintaining complex spreadsheets, trackers, and shared inboxes.
• Excellent written and verbal communication skills for professional stakeholder interaction.
• Ability to follow strict established procedures and identify issues requiring escalation.
• Demonstrated ability to handle sensitive personal and identity information with high levels of confidentiality and discretion.
• Reliability to work 100% onsite during assigned shift hours.

Preferred Qualifications

• Experience in high-volume coordination environments such as badging, onboarding, or government contracting.
• Prior experience in a laboratory, university, or regulated federal environment.
• Familiarity with USAccess, NBIS, FACTS, or PIV/UPIV tracking processes.
• Experience with routine status reporting and advanced data entry.

Working Conditions

• Frequent interaction with applicants, visitors, and security management.
• Continuous use of computer systems, databases, and digital document management.
• Strict adherence to information-handling procedures regarding sensitive personal records.