Overview This position provides primary and comprehensive high-level administrative support to the Computing & Information Technology (CIT) Research Computing (RC) Division Director to achieve internal management, organizational, operational, and staffing objectives and requirements for the division. The position efficiently supports the RC DD by anticipating, prioritizing, identifying, responding, and executing organizational missions, commitments, and procedures. The position provides administrative leadership, mentorship, and guidance for the RC administrative team to ensure proficient and consistent administrative support is provided to management and staff within four Technical Groups. The position serves as a core member of the RC division leadership team, responsible for understanding the breadth of the division's R&D portfolio engagements and contributing administrative solutions to support the division's growth. The position has substantial independence to monitor, analyze, and communicate vital action items on behalf of the DD, taking appropriate action and/or delegation to the appropriate CIT management level, promptly. The incumbent applies a thorough understanding and knowledge of the directorate and Lab external/internal business, programs, and structures to prioritize and resolve issues appropriately. The position requires flexibility due to constantly shifting priorities and rapid changes in pace while maintaining composure under pressure to work effectively with others. The administrator must know whom to involve and when, cultivate a network of internal and external contacts in the organization, and use both formal and informal channels to accomplish objectives. This requires high sensitivity and confidentiality when dealing with business and personnel information, events, and activities. Additionally, the incumbent is expected to quickly gain familiarity with complex issues and situations to assist the DD, members of the RC leadership team, and division staff. The incumbent must create and maintain a strong network and establish positive working relationships throughout the division, directorate, laboratory, and external customers and contacts. The position is a part of the CIT Administrative Leadership Team and works closely and collaboratively with the CIT Executive Assistant (EA) to lead the broader administrative team, providing training, implementing change or improvement to administrative processes, coordinating meetings, and participating in administrative interviews. The position functions as a subject matter expert for RC on PNNL policies and procedures and is a resource to RC management and administrative staff. The incumbent will also provide back-up support to the CIT EA as needed. Responsibilities The candidate performs administrative and office support activities. Duties may include managing schedules, emails, and travel, fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, and filing. Depending on discipline, more specific duties may also include developing required documentation and fielding questions from internal or external stakeholders. The RC Division Administrator is responsible and accountable to the RC DD for taking independent actions for which specific authority has been given based on an understanding of CIT and RC goals, technical group and team objectives, assigned responsibilities, and the changing business environment, including but not limited to: Effectively managing the DDs calendar to optimize the efficient use of the DDs time, maximum flexibility, awareness of changing priorities, and short response time. Ensuring that action items and commitments are prioritized, tracked, completed and responded to in a timely and quality manner. Independently reviewing and analyzing the DDs incoming communications (verbal, written, electronic) and responding as necessary, and/or refering to appropriate authority. Composes, edits, and formats routine correspondence for the division on behalf of the DD in partnership with the CIT communications team. Coordinates the DDs travel arrangements (domestic and foreign) as needed. Schedules routine and complex meetings with internal and external contacts; coordinates and supports all meetings necessary to support the division office. Works closely with the DD to develop the agenda and organize all aspects of the meeting, including speakers, materials, space, and virtual connections. Routinely assembling and researching information in preparation for ad-hoc requests, travel, meetings, reports, and presentations; and maintaining a high degree of responsiveness and flexibility to changing priorities. Qualifications Minimum Qualifications: High school diploma/GED and 12 years of relevant experience in an administrative environment -OR- AA degree or higher and 10 years of relevant experience in an administrative environment. Experience in planning meetings and coordinating travel Preferred Qualifications: Ability to perform effectively in a fast-paced environment involving multiple tasks with sometimes conflicting priorities. Experience in planning meetings and workshops, coordinating travel, and formatting presentations. Demonstrable proficiency of MS Office Suite, including Outlook, PowerPoint, Word, and Excel, and an interest in expanding beyond application usage into devising workflows that optimize the operation of the Division. Ability to prioritize work and coordinate calendars/schedules; be responsible and proactive in managing commitments and action items. Proficiency in office support functions and the use of standard office equipment, and the ability to effectively apply procedures, work independently, and direct workflow of others as appropriate. Ability to use discretion and good judgment; independently make decisions; positively and professionally interact with a wide variety of PNNL staff and sponsors of all levels; resolve and/or advise management on a wide range of administrative issues; and provide training and guidance to less senior or new staff when necessary. Consistency and attention to detail is critical. Excellent oral and written communication, and interpersonal skills required. Advanced administrative education, training, and/or certifications are a plus. Demonstrated knowledge of PNNL policies and systems. Prior experience supporting senior PNNL staff is desirable. Additional Information Due to business needs and client space, US Citizenship is required. Pacific Northwest National Laboratory is subject to the Department of Energy Unclassified Foreign National Access Program site, information, technologies, and equipment access requirements. 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. 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 Minimum Salary USD $32.79/Hr. Maximum Salary USD $47.55/Hr.