Administrative Coordinator

Overview

At PNNL, our core capabilities are divided among major departments that we refer 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, Integrated Discovery Sciences, and Energy and Environment. In addition, we have an Environmental Molecular Sciences Laboratory, a Department of Energy, Office of Science user facility housed on the PNNL campus.

The Integrated Discovery Sciences Directorate (IDSD) leads fundamental research across biology, chemistry, earth and environmental sciences, materials science, advanced computing, artificial intelligence, quantum information science, mathematics, autonomy, and DOE national user facilities. Our vision is to accelerate scientific discovery by observing, understanding, simulating, predicting, and controlling dynamic biotic-abiotic processes and interactions within complex biological, chemical, material, and Earth systems. We intentionally connect disciplines to advance fundamental discovery science, develop transformative scientific capabilities, and address the nation's most important challenges in energy, environmental resilience, biotechnology, advanced manufacturing, health, and national security.

Responsibilities

The Atmospheric and Earth Sciences Division in the Integrated Discovery Sciences Directorate (IDSD) is seeking an experienced administrative coordinator to serve as the lead support for the Environmental Transformations and Interactions (ETI) group. This position provides comprehensive administrative support to the ETI Group Leader and scientific staff within that group, as well as working closely with the division administrative team to ensure coverage across the division.

The successful candidate will be flexible, organized, and highly motivated, as well as bring sound judgment, exceptional discretion, professional composure, and emotional intelligence to the role. This position offers a diverse range of responsibilities, serving as the central point of contact for ETI’s scientific staff, visitors, and other staff across the lab.

Principal Duties:

• Serve as the primary support for the ETI Group Lead, managing calendars, meeting requests, email-related follow-up, and other day-to-day needs.

• Coordinate meetings led by the Group Lead, including developing agendas, assembling and distributing pre-read materials, tracking action items, and following up to closure.

• Coordinate travel arrangements and process travel expense reports in accordance with PNNL systems, policies, and procedures.

• Initiate and track technical documentation flow, including report and manuscript submissions, and maintain a submission tracking system.

• Process a high volume of purchases and requisitions

• Plan and coordinate group events and activities.

• Apply knowledge of PNNL systems, processes, and practices to manage office operations, resolve administrative issues, and identify opportunities for continuous improvement.

• Build and maintain strong working relationships with administrative professionals within the division and across the laboratory.

• Serve as a trusted information resource and point of contact for the COO's office, interacting professionally with staff at all levels and with external partners.

• Exercise exceptional discretion in handling sensitive, confidential, and time-critical information and matters.

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:

• Advanced knowledge of Microsoft Office Suite (Outlook, Word, Teams, Excel, PowerPoint and Share Point)

• Demonstrated ability to work independently, navigate ambiguity, exercise sound judgment, and determine when an issue requires escalation.

• Exceptional organizational skills and the ability to prioritize, manage multiple workstreams, and adapt calmly to changing needs and tight deadlines.

• Excellent written and verbal communication skills, with strong attention to detail.

• The ability to build trust and work effectively with a diverse population, including senior leaders, researchers, operations professionals, clients, and external partners.

• Strong working knowledge of organizational policies, procedures, and administrative practices, and the ability to articulate these policies to multiple audience levels; knowledge of PNNL systems and processes is preferred.

• A proactive, solutions-oriented approach, with the ability to anticipate issues and recommend practical solutions.

• Exceptional discretion, integrity, reliability, and follow-through.

• Interest in and ability to work primarily onsite to provide responsive, high-touch support to a wide variety of laboratory-based staff.

Additional Information

Not Applicable.

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 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:

If you have not resided in the U.S. for three consecutive years, you are not eligible for the PIV credential and instead will need to obtain a favorable Local Site Specific Only (LSSO) Federal risk determination to maintain employment. Once you meet the three-year residency requirement thereafter, you will be required to obtain a PIV credential to maintain employment. The tier of federal background investigation required to obtain the PIV credential will be determined by job duties at the time you become eligible for the PIV credential.

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, robust telehealth care options, several mental health benefits, free wellness coaching, health savings account, flexible spending accounts, basic life insurance, disability insurance*, employee assistance program, business travel insurance, tuition assistance, relocation, backup childcare, legal benefits, 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 401 (k) savings plan with company match*. Employees may accrue up to 120 vacation hours per year and may receive ten paid holidays per year.

• Research Associates excluded.

**All benefits are dependent upon eligibility.

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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 $28.13/Hr.

Maximum Salary

USD $41.06/Hr.