Senior Administrative Coordinator

Administrative Support Role

The Applied Decision Systems and Analytics Group within the Earth Systems Science Division seeks a highly motivated individual to support the team as part of our administrative staff. This role provides administrative support to scientific and engineering staff, as well as to non-staff and visitors. The position receives direction from the group leader and the division administrator. The ideal candidate shows strong customer service, teamwork, dependability, and integrity, supporting PNNL's commitment to scientific excellence and national impact. Because close coordination, accessibility, and real-time partnership are central to the role, this position is expected to work primarily onsite, aligned with the Group Manager's schedule and ADSA group support.

Responsibilities:

• Provide comprehensive and timely administrative support to managers, staff, and closely related groups.
• Provide guidance and support to team members on administrative processes and procedures.
• Work autonomously in a dynamic environment, managing and prioritizing multiple tasks within established procedures.
• Manage calendars across multiple time zones, anticipating scheduling needs for managers and team leaders.
• Manage large volumes of email with speed and accuracy.
• Support complex domestic and international travel requests, bookings, and expense reporting.
• Prepare, edit, format and maintain documents, spreadsheets, presentations, and other program materials using Microsoft Office Suite.
• Coordinate interviews, hiring processes, onboarding, and related documentation for new hires.
• Provide responsive support for inventory management, purchasing needs and reconciling purchases in alignment with PNNL policies.
• Exercise discretion with sensitive or confidential information, applying sound judgment and escalating complex or non ‑ standard issues appropriately.
• Contribute to continuous process improvement by identifying and resolving administrative issues.
• Welcome, receive, and direct visitors professionally.
• Other duties as assigned

This role is to be onsite at least 4 days a week, 5 as business needs require.

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
• Experience with effectively managing large volumes of email with a high degree of speed and accuracy in a program with extensive travel and international coordination activity.
• Experience maintaining multiple calendars across time zones and anticipating scheduling needs for managers and staff

Preferred Qualifications:

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint, OneNote, Teams) with the ability to format presentations and documents for the program and closely related groups.
• Experience coordinating complex domestic and international travel itineraries, including familiarity with federal travel requirements and multi-destination logistics for programs with extensive global travel.
• Familiarity with PNNL internal software and lab business systems (e.g., PeopleSoft, B2B, EXPENSE, PCardPro) with the ability to resolve atypical system issues.
• Experience managing P-card purchases and processing procurement requests within departmental procedures.
• Ability to work autonomously, managing and prioritizing multiple tasks within established procedures in a dynamic program environment.
• Strong written and oral communication skills, with the ability to edit and draft content that may reach multiple organizations.
• Demonstrated ability to exercise discretion and handle sensitive or confidential information in a security-focused environment, applying sound judgment within established protocols and escalating appropriately when issues fall outside standard procedures.
• Proven ability to provide guidance and support to team members on administrative processes and procedures.
• Experience working in a customer-service-oriented environment supporting staff, with the ability to impact the group and closely related groups through quality and timeliness of work.
• Proficiency in identifying and resolving administrative issues and contributing to continuous process improvement within the department.
• Demonstrated ability to exercise discretion and handle sensitive or confidential information in a security-focused environment, applying sound judgment within established procedures and gathering relevant information to escalate complex or ambiguous issues appropriately.

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

A security clearance background investigation includes review of your employment, education, financial, and criminal history, as well as interviews with you and your personal references, neighbors, and co-workers to determine trustworthiness, reliability, and loyalty to the United States. The investigation also examines your foreign connections, drug and alcohol use, foreign influence, and overall conduct.

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 with 10 CFR 710, Appendix B.
• Drug Testing: All Security Clearance positions are Testing Designated Positions, which means that the applicant selected for hire is subject to pre-employment drug testing, and post-employment 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 if non-use of illegal drugs, including marijuana, for 12 months cannot be demonstrated.

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.

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 and Equal Employment Opportunity

Our laboratory is committed to fostering a work environment where all individuals are treated with fairness and respect while solving critical challenges in fundamental sciences, national security, and energy resiliency. We are an Equal Employment Opportunity employer.

Pacific Northwest National Laboratory (PNNL) is an Equal Opportunity Employer. PNNL considers all applicants for employment without regard to race, religion, color, sex, 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 View email address on click.appcast.io.

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.

Security, Credentialing, and Eligibility Requirements

As a national laboratory, PNNL is responsible for adhering to the Homeland Security Presidential Directive 12 (HSPD-12) and Department of Energy (DOE) Order 473.1A, which require new employees to obtain and maintain a HSPD-12 Personal Identify Verification (PIV) Credential. To obtain this credential, new employees must successfully complete the applicable tier of federal background investigation post hire and receive a favorable federal adjudication. The tier of federal background investigation will be determined by job duties and national security or public trust responsibilities associated with the job. All tiers of investigation include a declaration of illegal drug activities, including use, supply, possession, or manufacture within the last 1 to 7 years (depending on the applicable tier of investigation). Illegal drug activities include marijuana and cannabis derivatives, which are still considered illegal under federal law, regardless of state laws.

For foreign national candidates:

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