Full/Part Time: Full-Time
Do you want to contribute to national security while representing this billion-dollar international research institution? We’re looking for a driven, energetic administrator to organize and execute work as a member of our administrative team. Our collaborative environment and commitment to work/life balance makes PNNL [Pacific Northwest National Laboratory] an ideal place to advance your career, challenge yourself, and make a difference in the world. In this position, you will join an administrative team that supports a fast-growing research area in providing innovative concepts that integrate policy, analytics, science, and technology into unique solutions to complex national and global security challenges. This position provides direct administrative support to senior technical leaders and workflow across the Technology Systems Integration Group. As a U.S. Department of Energy national laboratory operated by Battelle, our science and technology inspires and enables the world to live prosperously, safely and securely. Our discoveries change the way people live and think, increase our nation's energy capacity, and improve our national security efforts — making the world a safer and cleaner place. We offer excellent benefits including a pension, matching 401(k), tuition reimbursement plans, health insurance, and flexible work schedules. Learn more about PNNL: www.pnnl.gov/discoveryinaction
Responsibilities and Accountabilities:
- Organize and expedite the flow of work, maintaining a current understanding of the priorities of the office to ensure smooth and efficient operations.
- Coordinate with staff members/clients across the Seattle, Richland and DC offices for successful execution of manager/staff commitments and sponsor relationships. Prioritize the office workload provide administrative support of geographically dispersed offsite staff, including assisting in managing staff calendars/schedules and maintaining administrative files.
- Maintain effective working relationships with administrative counterparts across Battelle, PNNL, NSD, and OST and with client contacts, other national laboratories, universities, and other organizations as appropriate.
- Assist our team leading the National Nuclear Security Administration Graduate Fellowship Program (NGFP), a leadership development program administered by PNNL to recruit, hire, and train next-generation leaders for nuclear security. This role will maintain overall awareness of program activities and provide daily administrative support to the Program Manager and the NGFP team. This position reports directly to the Program Manager who will oversee and prioritize workload.
- Independently gather, compile, track and review administrative data to ensure accuracy and completeness. This includes creating and maintaining Excel spreadsheets and charts for tracking a variety of portfolio, initiative, and project functions.
- Coordinate ordering of all supplies and materials required by the program through the PNNL internal purchasing system and overseeing the travel expense processing for program participants.
- Coordinate visits, arrange meetings, interviews, seminars, workshops (onsite and offsite), travel arrangements (domestic and foreign), and security preparations; complete travel expense reports; and process visitors through PNNL's internal systems. This also includes but is not limited to initial drafting, preparing, and timely dissemination of agendas and travel itineraries; calendar scheduling events; processing security clearances; and time charging.
- Participate in routine Division and Directorate administrator meetings for training, communications, networking, teamwork opportunities and administrative highlights.
- Write and format responses to routine correspondence and review outgoing material with an awareness for complying with PNNL format, procedures, and clearance requirements.
- Make recommendation to resolve and/or takes initiative to improve administrative issues and/or processes affecting the group, division, and organizational unit. This includes building a network across the Seattle, Richland, and DC location.
Equal Employment Opportunity
PNNL is an Equal Opportunity/Affirmative Action Employer that is committed to hiring a diverse, talented workforce. EOE Disability/Vet/M/F/Sexual Orientation/Gender Identity. Staff at PNNL must be able to demonstrate the legal right to work in the United States.
High school education and 6 or more years of progressively responsible administrative experience, or an equivalent combination of relevant training and experience required.
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 effectively apply procedures, work independently, and direct workflow of others as appropriate. 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 communication skills required.
Experience base should demonstrate developed skills in effectively performing moderately complex administrative tasks with often competing priorities, office management, organization and attention to detail, work prioritization, judgment, discretion, identifying potential administrative issues/areas for continuous improvement and recommending solutions, and taking independent action and follow-through.
Organization and Job ID
Job ID: 307170
Directorate: National Security
Division: Operational Systems & Technology
Group: Technology Systems Integration
This position requires the ability to obtain and maintain a federal security clearance.
* 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 (L or Q) positions will be considered by the Department of Energy to be Testing Designated Positions which means that they are subject to applicant, random, and for cause 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 consecutive months can be demonstrated.