Administrative Coordinator

Administrative Coordinator

We're seeking a motivated, organized, and customer-focused Administrative Coordinator to join the Operational Readiness Group within the Physical Detection Systems and Deployment (PDSD) Division of the National Security Directorate (NSD).

PNNL provides support to the U.S. Department of State (DOS) Bureau of Arms Control and Nonproliferation (ACN). The ACN Bureau prevents the proliferation of weapons of mass destruction, their delivery systems, and related technologies. In support of these missions, DOS relies on PNNL to design and implement international threat reduction activities including training, workshops, scientific exchanges, assessments, and consultations overseas.

In this role, you'll serve as a key member of our team, providing administrative and operational support that enables the successful execution of complex national security programs. You'll work alongside scientists, engineers, project managers, and program leaders who are developing and deploying innovative technologies that strengthen global security.

At PNNL, we foster a collaborative, inclusive, and flexible work environment where employees are encouraged to grow professionally while maintaining a healthy work-life balance. If you're looking for an opportunity to contribute to meaningful work, build strong relationships, and support a mission that makes a difference, we'd love to have you join our team.

Responsibilities:

• Provide comprehensive administrative and operational support to Program Managers and program staff, independently managing a wide range of responsibilities while ensuring efficient operations, exceptional customer service, and successful execution of program activities.
• Coordinate travel arrangements for Program staff and prepare and reconcile Travel Expense Reports following established procedures.
• Manage calendars for Project Managers, Principle Investigators, and key staff anticipating scheduling needs and resolving conflicts.
• Serve as a point of contact for coordinating visitor logistics and hosting requirements for projects, communicating clearly with internal teams and groups.
• Process P-card purchases and coordinate procurement of hardware and supplies via B2B following established team procedures.
• Assist Project Managers and Logistics Coordinators with preparing event files for printing.
• Maintain program files, records, and correspondence in accordance with project and quality assurance requirements.
• Provide clear and succinct verbal and written communications, including editing or drafting new content as requested by Project Managers and Principle Investigators.
• May provide guidance and support to other team members on administrative processes and procedures.
• Carry out other responsibilities in support of project objectives, as assigned.

This position is based in Richland, WA and requires an onsite presence Monday through Thursday, with Friday as required by business needs.

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

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint, OneNote, Teams) with the ability to format presentations and documents for the team.
• Experience coordinating travel itineraries, including familiarity with federal travel requirements.
• Ability to manage large volumes of email with a high degree of speed and accuracy in a program with extensive travel activity.
• Familiarity with PNNL internal software and lab business systems (e.g., PeopleSoft, HPRM, B2B, EXPENSE, PCardPro). Experience managing P-card purchases and processing procurement requests within established procedures.
• Ability to manage and prioritize multiple tasks while working with limited supervision in a team environment with dynamic priorities.
• Strong written and oral communication skills, with the ability to edit and draft content for the team or group.
• Exercises discretion when handling sensitive or confidential program information, escalating issues to supervisors as appropriate.
• Experience working in a customer-service-oriented team environment.
• Demonstrated ability to exercise discretion and handle sensitive or confidential information in a security-focused environment, with a clear understanding of when to escalate issues to supervisors.