What are the responsibilities and job description for the Administrative Coordinator -Sequim position at Pacific Northwest National Laboratory?
Overview:
This position is primarily onsite at our Sequim, WA location.
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Additional duties and responsibilities include but are not limited to:
At PNNL, you will find an exciting research environment and excellent benefits including health insurance, and flexible work schedules. 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 and Equal Employment Opportunity:
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:
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 If you test positive for any illegal controlled substance, including marijuana, your offer of employment will be withdrawn.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:
For foreign national candidates:
The Facilities & Infrastructure Operations (FI&O) Division is responsible for plant engineering, plant energy and utility operations, and facility operations for the South campus and leased facilities, North Campus and Infrastructure Operations, the Physical Science facility, and the 300 Area. In addition, the Division oversees campus infrastructure such as fabrication and craft services, duplicating and mail services, relocations, receiving, distributed services, and maintains operations of roads, grounds, and utilities for the campus.
This position is primarily onsite at our Sequim, WA location.
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.
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Responsibilities:
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. More specific duties depending on discipline may also include development of required documentation and fielding questions from internal or external stakeholders.
Additional duties and responsibilities include but are not limited to:
- Collaborating with staff at Sequim and Richland sites to ensure comprehensive support for both FI&O and Operations Systems Directorate (OSD).
- Acting as a back up for other OSD admins as needed.
- Processing 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.
- Identifying and making recommendations to resolve administrative issues/processes affecting the organizational unit and teams to develop solutions.
- Developing solutions to a variety of complex problems based on established policy, precedent, or knowledge of the subject area.
- Demonstrate excellent written and verbal communication.
- Creating and maintaining a strong network and establish positive working relationships throughout the directorate, Laboratory, and external customers and contacts.
- May provide guidance and support to other team members.
- Providing suggestions for process improvements. Independently prioritizes and organizes work.
- Routinely takes initiative with respect to their everyday work.
- Preparing, proofreading, and editing written correspondence and documents.
- Coordinating group events, off-sites & activities; including coordination of all logistics for events/meetings.
- Preparing agendas for staff or team meetings, publishes minutes and action items & follows up on delegated actions.
- Interfaces with group personnel and sponsors.
- Processing a high volume of standard forms, including awards, purchase requisitions, expense reimbursement, and personnel requisitions.
- Coordinating/processing travel for staff.
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:
- Experience with coordinating visits or group events.
- Experience collaborating with staff across both in-person and remote work environments.
- Exceptional interpersonal communication skills.
- Ability to self-identify actions based on access to organizational correspondence, meeting minutes, and group discussions.
- Possesses an extensive working knowledge of commonly used computer applications such as Microsoft OneNote including ability to create agendas and meeting notes within.
- Familiar with PNNL internal software and internal lab business systems.
- Experience in purchasing via multiple methods.
Requires U.S. Citizen, or Person who is currently in the U.S or U.S Territory with residency for the preceding 3 continuous 3 years.
Testing Designated Position (TDP):
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, and flexible work schedules. 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.
Our laboratory is committed to fostering a work environment where all individuals are treated with fairness and respect while solving critical challenges in fundamental sciences, national security, and energy resiliency. We are an Equal Employment Opportunity employer.
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.
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.
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.
For foreign national candidates:
If you have not resided in the U.S. for three consecutive years, you are not eligible for the PIV credential and instead will need to obtain a favorable Local Site Specific Only (LSSO)risk determination to maintain employment. Once you meet the three-year residency requirement, you will be required to obtain a PIV credential to maintain employment.
