Senior Administrative Coordinator - Projects - Pacific Northwest National Laboratory

**Overview** Protecting U.S. residents and visitors is among our nation's highest priorities. As adversaries gain access to sophisticated technologies and materials, the threats grow more dynamic and complex-from cyber and nuclear to chemical and biological weapons of mass effect and other forms of terrorism. The PNNL national security mission employs our researchers, tools, and technologies to play a key role in advancing the ability to identify and secure nuclear materials, detect weapons of mass effect, manage nonproliferation treaties, secure our nation's borders, and protect critical infrastructures. PNNL's scientific discovery and capabilities-rooted in innovative theory, methods, algorithms, and tools-are enabling stronger, more resilient technologies and systems to safeguard national security. Coupled with decades of radiological and nuclear materials expertise, advanced computing and threat analysis capabilities, and a broad fundamental science base, we are identifying and countering emerging threats that have significant impact at home and around the globe. This position provides administrative support to National Security Directorate (NSD) Chief Science and Technology Office (CSTO). Primary duties involve support for the NSD strategic investment portfolio, including Laboratory Directed Research and Development (LDRD) initiatives and projects. As a driven and responsive administrator, you will support the leaders and PIs of specific investments stewarded by the CSTO office and work closely with the CSTO Principal Administrative Coordinator and Chief Science Advisor to advance NSD strategy and impact. **Responsibilities** The Administrative Project Coordinator for NSD Strategic Investments provides administrative and office support to internal investments across the national security mission. General duties may include managing schedules, emails, travel, fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, and task tracking.? The position will work closely with the Chief Science Advisor regarding LDRD initiatives and seed projects and processes, directorate objectives, key external partnerships, and other activities in support of NSD strategy. The position requires the ability to thrive in an energetic and fast paced environment and to prioritize effectively across multiple competing demands in support of the national security mission. Specific administrative duties and expectations include, but are not limited to, the following: + Using knowledge of LDRD and PNNL processes and procedures, provides administrative support to Initiative leadership, project managers and PIs (such as calendaring, logistics, activity tracking, information release, workshop and review meeting preparation). + Supporting project managers and PIs of internal investments and directorate objectives in administrative aspects of directorate level project leadership. + Supporting university relationship managers in coordinating external outreach activities. + Partnering with Financial Coordinators to track and report project budget status. + Demonstrating sound interpersonal and communication skills to identify and resolve problems across NSD and with other directorates and functional units. + Working effectively with a diverse set of stakeholders and leaders from a variety of technical disciplines. + Prioritizing activities and maintaining a high degree of responsiveness and flexibility in a constantly changing work environment, as well as anticipating and responding to the needs of investment leaders. + Supporting email correspondence, identifying and forwarding appropriate actions, and responding independently when appropriate, gathering and compiling input for response, and tracking actions and signature items. + Communicating effectively and as an ambassador for PNNL with external stakeholders such as initiative advisory committee members. + Tracking commitments and due dates for actions and assisting with the preparation of responses. + Organizing and attending meetings, preparing agendas, taking meeting minutes, coordinating and gathering information, and ensuring completeness and accuracy. Ensuring that assignments, follow up and accountabilities are met. + Using discretion and good judgment about the disclosure or processing of sensitive information. + Exercising a high degree of sensitivity and confidentiality when dealing with business and personnel information, events and activities. + Demonstrating strong customer service skills and functioning effectively in a high-paced environment with conflicting priorities. + Participating in routine NSD administrator meetings for networking, teamwork, and development. + Assisting other NSD administrators as part of a cohesive working team; providing guidance and support to other administrators. + Coordinating visits by external partners including but not limited to agenda and/or tour preparation, facilitating badging and access requirements (including SPRAs), submitting expense reports, assisting with presentation documents, communication procedures, working meals and refreshments, initial and final logistics communication with visitors and participants, scheduling meetings and conference rooms, tracking action items and working with the hosts on follow up actions. + Assisting with travel management for staff including but not limited to submission of travel requests, making travel arrangements, completing expense reports, monitoring corporate credit card accounts to prevent overdue fees, etc. + Demonstrate good customer service skills and regularly functions in a high-paced environment with conflicting priorities. + Demonstrates an extensive working knowledge of Microsoft Office Suite and internal lab business systems. Begins to utilize data and applications to anticipate leaders' and department reporting and information needs. + 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. + Prepares, proofreads, and edits written correspondence and documents. + Independently make decisions; positively interact with a wide variety of PNNL staff, sponsors, and partners at 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. + Experience identifying potential administrative problems/areas for continuous improvement, recommending solutions and assisting with implementation within the CSTO Office. **Qualifications** 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 Preferred Qualifications: + Familiarity supporting LDRD projects and priorities; + Experience supporting project work and knowledge of project management principles; + Experience with external review committees & partners; + Experience in coordinating visitor logistics for large meetings; + Strong written and oral communications skills; + Knowledge of PNNL administrative systems/processes such as Information Release (IR), Concur, MyTravel, Purchase and Expense System (PACQ), MyHR, Business to Business (B2B), P-Card, and Access and Visitors. Additional Information: + This position requires the ability to obtain and maintain a federal security clearance. + This position requires workstation to be on campus. **Hazardous Working Conditions/Environment** Not Applicable **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 with 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 $30.10/Hr. **Maximum Salary** USD $43.65/Hr.