Lead Administrative Coorinator - MSDS Group - Pacific Northwest National Laboratory

**Overview** We are seeking an adaptable, driven, and energetic Administrative Coordinator to support the National Security Mission within the National Security Directorate's Artificial Intelligence and Data Sciences Division. This full-time position requires a dedicated schedule of 40 hours per week, Monday through Friday. The ideal candidate will directly support the group leader of the Math, Stats & Data Sciences (MSDS) Group and assist a diverse team of over 70 staff members located in Richland, Seattle, and virtual settings. The ideal candidate would be empowered to take initiative and ownership of tasks, ensuring efficient and effective administrative support. We are looking for someone who can seamlessly integrate into our team, demonstrating leadership and a proactive approach to problem-solving. If you thrive in a fast-paced environment and are passionate about contributing to the national security mission, we encourage you to apply for this exciting opportunity. This is a lead position that offers the opportunity to demonstrate impact, leadership, and team development. **Responsibilities** The Administrative Coordinator will play a crucial role in supporting the group leader and sponsor-funded projects. The ideal candidate should voice opinions and concerns, share perspectives in a manager-admin partnership, and be receptive to feedback for personal and professional growth. They will work closely with the group lead to oversee activities and support external sponsor engagements, ensuring seamless communication and efficient workflow. Responsibilities include managing schedules, emails, and travel, fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, and task tracking. Specific administrative duties and expectations include, but are not limited to, the following: + Exercise a high degree of sensitivity and confidentiality when dealing with business and personnel information, events and activities. + Possesses good customer service skills and regularly functions in a high-paced environment with conflicting priorities. + Maintains contact with staff and all levels of management both within and outside of their group. Have occasional interactions with outside organizations. + Participates on an administrative team to share information and network. Attends group meetings. Provides back-up support in absence of other administrators. + Participates or leads small teams to solve issues or problems. + Normally receives little or no instruction on daily work. Receives general instructions on new assignments of a complex nature. + Ability to effectively manage email with a high degree of speed and accuracy. Experience maintaining multiple and constantly changing calendars. + Provide administrative assistance to a variety of projects and programs. + Working knowledge of departmental and company policies, procedures, and practices. + Prepares, proofreads, and edits written correspondence and documents. + Possesses thorough understanding of related systems and software applications. + Completes complex tasks and mentor's others to bring them up to operational level. May provide mentorship to junior administrative employees or newer staff. + Coordinates group events, off-sites & activities; including coordination of all logistics for event/meeting. + Process high volume of standard forms, including awards, purchase requisitions, expense reimbursement, and personnel requisitions. + Coordinates complex travel for employees and visitors. + May deal with classified information and should be willing to obtain a security clearance. + Must be able to demonstrate proficient use of standard office equipment; demonstrate proficient use of MS Office Suite; prioritize work, and coordinate calendars/schedules; be responsible for commitments and action items. + Must understand office support functions and possess the ability to apply procedures, work independently, and direct workflow of others as appropriate and effectively. Must be able to identify potential administrative problems/areas for continuous improvement and recommend solutions. + Must be willing to work on-site at PNNL's Richland campus 5 days a week. + Independently make decisions; positively interact with a wide-variety of PNNL staff and clients of all levels; resolve and/or advise management on a wide range of administrative issues; provide training and guidance to less senior or new staff when necessary. + Excellent communication skills required. + Experience identifying potential administrative problems/areas for continuous improvement and recommending solutions and assisting with implementation. **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: + Manage, track, and prioritize multiple complex tasks at once. + Complete tasks in a timely and efficient manner, paying attention to details. + Communicate status and any issues as they arise. + Familiarity with Microsoft Office. + Strong written and oral communications skills. + Previous office management experience + Experience providing administrative support to managers + Familiarity with PNNL business systems and requirements. + Familiarity supporting DOE-IN projects and priorities. + Familiarity with classified subject areas, systems, and policies. + Experience with planning meetings and coordinating travel. + Familiarity with office support functions and ability to effectively apply procedures, and direct and delegate workflow of others as appropriate. **Additional Information** This position requires the ability to obtain and maintain a federal security clearance. 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 10 CFR 710, Appendix B. *Drug Testing: All Security Clearance positions are Testing Designated Positions, which means that the candidate selected is subject to pre-employment and 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 until non-use of illegal drugs, including marijuana, for 12 months can be demonstrated. **Testing Designated Position** 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, flexible work schedules and telework options. 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, Diversity, Equity, Inclusion, and Equal Employment Opportunity** Our laboratory is committed to a diverse and inclusive work environment dedicated to solving critical challenges in fundamental sciences, national security, and energy resiliency. We are proud to be an Equal Employment Opportunity and Affirmative Action employer. In support of this commitment, we encourage people of all racial/ethnic identities, women, veterans, and individuals with disabilities to apply for employment. Pacific Northwest National Laboratory considers all applicants for employment without regard to race, religion, color, sex (including pregnancy, sexual orientation, and gender identity), 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 careers@pnnl.gov . **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. **HSPD-12 PIV Credential Requirement** In accordance with Homeland Security Presidential Directive 12 (HSPD-12) and Department of Energy (DOE) Order 473.1A, new employees are required to obtain and maintain a HSPD-12 Personal Identity Verification (PIV) Credential. To obtain this credential, new employees must successfully complete and pass a Federal Tier 1 background check investigation. This investigation includes a declaration of illegal drug activities, including use, supply, possession, or manufacture within the last year. This includes marijuana and cannabis derivatives, which are still considered illegal under federal law, regardless of state laws. **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, health savings account, flexible spending accounts, basic life insurance, disability insurance*, employee assistance program, business travel insurance, tuition assistance, 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 401k savings plan. Employees may accrue up to 120 vacation hours per year and may receive ten paid holidays per year. * Research Associates excluded. **Once eligibility requirements are met. Click Here For Rockstar Rewards (https://careers.pnnl.gov/rockstar-rewards) **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 $26.92/Hr. **Maximum Salary** USD $39.57/Hr.