Senior Group Administrative Coordinator

Overview The Electricity Infrastructure and Buildings Division of PNNL is accelerating the transition to a sustainable, efficient, resilient, and secure energy system through innovation and actionable solutions. We are a diverse research organization of over 350 experts in electrical, mechanical, and systems engineering, data and computer sciences, cybersecurity, policy, economics, and related disciplines. Our vision is to transform the way our energy system infrastructure is designed, integrated, and operated in order to create environmental security, economic prosperity, and social equity for the Pacific Northwest region, the nation, and the world. Join our team and make an impact! Responsibilities BS&D group seeks a Senior Administrative Coordinator to provide administrative support to our geographically distributed team of approximately 50 engineers, scientists and project managers. The Senior Administrative Coordinator offers support services to and actively engages with staff, sponsors, and prospective employees – activities that are critical to the overall success of our organization. This full-time position reports to the Group Leader of the BS&D group. The position requires close coordination with a broader administrative team for the Electricity Infrastructure and Buildings Division, of which the BS&D group is a part. The administrator serves as a key resource for management and staff on PNNL policies and procedures. Key responsibilities and accountabilities would include: Staying abreast of group leader’s schedule and calendar, coordinate meetings, and helping to track cyclical activities, due dates and action items related to staff evaluations, promotions, changes in employment status and other human resource-related issues. Supporting group members (those on the main campus and in various other locations) with business travel expense reporting, managing training requirements, publication of documents, and other administrative duties using PNNL software systems for travel, B2B, information release, expensing, etc. Purchasing office supplies and group equipment using P-card and B2B systems, and be knowledgeable about prohibited purchases, special requirements, related shipping and property management issues. Scheduling and coordinating logistics for group meetings, workshops, and visits from sponsors. Coordinating with job candidates to schedule phone interviews, make travel arrangements, create interview agendas, and process expenses. Professional communication with the interview candidate is essential to ensure a good first impression of PNNL. Assisting in onboarding of new staff, including ordering computer equipment, setting up office space, scheduling networking meetings, and making sure training is done in a timely manner. Coordinating group office space needs and working with facilities personnel to coordinate moves and space modifications within the group. Supporting development of the BS&D group newsletter, including engaging with staff to procure material and ensuring timely distribution of the information. Supporting the group leader with group budget tracking, including working with finance to get regular cost reports and request changes to budgets. Composing and editing correspondence, screening communications, responding to inquiries, and making appropriate referrals, as needed. Serving as a central resource to all staff by providing guidance on PNNL policies and procedures. 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: 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 able to use discretion and good judgment; 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 verbal and written communication skills. Demonstrated ability to manage several tasks at any given time and deliver consistently high quality. Experience working with geographically distributed teams is a plus. Hazardous Working Conditions/Environment Position requires sitting or standing for extended periods of time. The ability to lift 30 lbs. 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, 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 [email protected]. 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. Beginning 05/01/23, 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. Mandatory Requirements Battelle requires employees to have a COVID-19 vaccine as a condition of employment, subject to accommodation. Applicants are required to disclose their vaccination status following a conditional offer of employment and must attest to being fully vaccinated with a Center for Disease Control (CDC)-approved COVID-19 vaccination or provide documentation of need for medical or religious exemption from the COVID-19 vaccination requirement. 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