Administrative Coordinator

Pacific Northwest National Laboratory; Richland (WA); On-site; USD 39,000 - 57,000; Full time

Benefits offered by this job

Medical insurance

Pension plan

Flexible work schedules

Job summary

Pacific Northwest National Laboratory (PNNL) is seeking an Administrative Coordinator to join the Operational Readiness Group in the National Security Directorate in Richland, WA.

The role focuses on providing comprehensive administrative and operational support for program managers and staff, coordinating travel, calendars, and visitor logistics, while ensuring documentation and processes meet QA requirements.

Qualifications

• High school diploma/GED with 6 years in an administrative environment or AA degree with 4 years in admin
• Experience in planning meetings and coordinating travel
• Familiarity with PNNL internal software and lab business systems like PeopleSoft, HPRM, B2B, EXPENSE, PCardPro

Responsibilities

• Provide comprehensive administrative and operational support to Program Managers and staff
• Coordinate travel arrangements and prepare Travel Expense Reports
• Manage calendars for Project Managers and key staff
• Serve as point of contact for visitor logistics and hosting requirements
• Process P-card purchases and coordinate procurement via B2B
• Assist with preparing event files for printing
• Maintain program files and correspondence per QA requirements
• Edit or draft content for the team as requested
• Provide guidance to teammates on administrative processes
• Carry out other responsibilities to support project objectives

Skills

Microsoft Office Suite

Travel coordination

Communication skills

Customer service

Discretion with sensitive information

Education

High School Diploma or GED

AA degree or higher

Tools

PeopleSoft

HPRM

B2B

EXPENSE

PCardPro

Job description

Overview

At PNNL, our core capabilities are divided among major departments that we refer to as Directorates within the Lab, focused on a specific area of scientific research or other function, with its own leadership team and dedicated budget.

Our Science & Technology directorates include National Security, Earth and Biological Sciences, Physical and Computational Sciences, and Energy and Environment. In addition, we have an Environmental Molecular Sciences Laboratory, a Department of Energy, Office of Science user facility housed on the PNNL campus.

The National Security Directorate (NSD) drives science-based, mission-focused solutions to take on complex,real-worldthreats to our nation and the world.

The Physical Detection Systems and Deployment Division, part of the National Security Directorate, delivers policy-informed technology solutions by removing barriers to real-world implementation. We strive to understand end-user environments to transition technology from the developmental stage to deployment. Our diverse expertise in operational systems provides tools, technologies, and approaches for combating a range of threats, both at home and in more than 100 countries around the globe.

Responsibilities

We're seeking a motivated, organized, and customer- focused Administrative Coordinator to join the Operational Readiness Group within the Physical Detection Systems and Deployment (PDSD) Division of the National Security Directorate (NSD).

PNNL provides support to the U.S. Department of State (DOS) Bureau of Arms Control and Nonproliferation (ACN). The ACN Bureau prevents the proliferation of weapons of mass destruction, their delivery systems, and related technologies. In support of these missions, DOS relies on PNNL to design and implement international threat reduction activities including training, workshops, scientific exchanges, assessments, and consultations overseas.

In this role, you'll serve as a key member of our team, providing administrative and operational support that enables the successful execution of complex national security programs. You'll work alongside scientists, engineers, project managers, and program leaders who are developing and deploying innovative technologies that strengthen global security.

At PNNL, we foster a collaborative, inclusive, and flexible work environment where employees are encouraged to grow professionally while maintaining a healthy work-life balance. If you're looking for an opportunity to contribute to meaningful work, build strong relationships, and support a mission that makes a difference, we'd love to have you join our team.

Responsibilities:

• Provide comprehensive administrative and operational support to Program Managers and program staff, independently managing a wide range of responsibilities while ensuring efficient operations, exceptional customer service, and successful execution of program activities.
• Coordinate travel arrangements for Program staff and prepare and reconcile Travel Expense Reports following established procedures.
• Manage calendars for Project Managers, Principle Investigators, and key staff anticipating scheduling needs and resolving conflicts.
• Serve as a point of contact for coordinating visitor logistics and hosting requirements for projects, communicating clearly with internal teams and groups.
• Process P-card purchases and coordinate procurement of hardware and supplies via B2B following established team procedures.
• Assist Project Managers and Logistics Coordinators with preparing event files for printing.
• Maintain program files, records, and correspondence in accordance with project and quality assurance requirements.
• Provide clear and succinct verbal and written communications, including editing or drafting new content as requested by Project Managers and Principle Investigators.
• May provide guidance and support to other team members on administrative processes and procedures.
• Carry out other responsibilities in support of project objectives, as assigned.

This position is based in Richland, WA and requires an onsite presence Monday through Thursday, with Friday as required by business needs.

Qualifications

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:

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint, OneNote, Teams) with the ability to format presentations and documents for the team.
• Experience coordinating travel itineraries, including familiarity with federal travel requirements.
• Ability to manage large volumes of email with a high degree of speed and accuracy in a program with extensive travel activity.
• Familiarity with PNNL internal software and lab business systems (e.g., PeopleSoft, HPRM, B2B, EXPENSE, PCardPro).
  Experience managing P-card purchases and processing procurement requests within established procedures.
• Ability to manage and prioritize multiple tasks while working with limited supervision in a team environment with dynamic priorities.
• Strong written and oral communication skills, with the ability to edit and draft content for the team or group.
• Exercises discretion when handling sensitive or confidential program information, escalating issues to supervisors as appropriate.
• Experience working in a customer-service-oriented team environment.
• Demonstrated ability to exercise discretion and handle sensitive or confidential information in a security-focused environment, with a clear understanding of when to elevate issues to supervisors.

Hazardous Working Conditions/Environment

Not Applicable.

Additional Information

This position involves access to sensitive systems and information. U.S. Citizenship is required. Pacific Northwest National Laboratory is subject to the Department of Energy Unclassified Foreign Visits & Assignments 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, 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

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 (PNNL) is an Equal Opportunity Employer. PNNL considers all applicants for employment without regard to race, religion, color, sex, 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 [e-mail].

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.

Security, Credentialing, and Eligibility Requirements

As a national laboratory, PNNL is responsible for adhering to the Homeland Security Presidential Directive 12 (HSPD-12) and Department of Energy (DOE) Order 473.1A, which require new employees to obtain and maintain a HSPD-12 Personal Identify Verification (PIV) Credential. To obtain this credential, new employees must successfully complete the applicable tier of federal background investigation post hire and receive a favorable federal adjudication. The tier of federal background investigation will be determined by job duties and national security or public trust responsibilities associated with the job. All tiers of investigation include a declaration of illegal drug activities, including use, supply, possession, or manufacture within the last 1 to 7 years (depending on the applicable tier of investigation). Illegal drug activities include 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) Federal risk determination to maintain employment. Once you meet the three-year residency requirement thereafter, you will be required to obtain a PIV credential to maintain employment. The tier of federal background investigation required to obtain the PIV credential will be determined by job duties at the time you become eligible for the PIV credential.

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, robust telehealth care options, several mental health benefits, free wellness coaching, health savings account, flexible spending accounts, basic life insurance, disability insurance*, employee assistance program, business travel insurance, tuition assistance, relocation, backup childcare, legal benefits, 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 401 (k) savings plan with company match*. Employees may accrue up to 120 vacation hours per year and may receive ten paid holidays per year.
* Research Associates excluded.
**All benefits are dependent upon eligibility.

Click Here For 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 $28.13/Hr.

Maximum Salary

USD $41.06/Hr.