Senior Administrative Coordinator

Pacific Northwest National Laboratory; Richland (WA); On-site; USD 44,000 - 63,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Flexible spending accounts

401(k) with company match

Vacation and holidays

Job summary

Pacific Northwest National Laboratory is seeking a highly organized administrative professional to support the ADSA group. The role emphasizes onsite collaboration, calendar coordination across time zones, travel planning, and document preparation for managers and staff.

You will handle sensitive information with discretion and contribute to process improvements while engaging with visitors in a professional manner.

Qualifications

• High school diploma/GED with 8 years of administrative experience, or AA degree with 6 years of experience.
• Experience planning meetings and coordinating travel.
• Experience managing large volumes of email with speed and accuracy in a travel-heavy program.
• Experience maintaining multiple calendars across time zones and anticipating scheduling needs.

Responsibilities

• Provide comprehensive and timely administrative support to managers, staff, and related groups.
• Guide and support team members on administrative processes.
• Autonomously manage tasks in a dynamic environment and prioritize work.
• Manage calendars across multiple time zones and anticipate scheduling needs for managers.
• Handle large email volumes with speed and accuracy.
• Support domestic and international travel requests, bookings, and expense reporting.
• Prepare, edit, format, and maintain documents, spreadsheets, and presentations.
• Coordinate interviews, onboarding, and related documentation for new hires.
• Support inventory management and procurement per PNNL policies.
• Exercise discretion with sensitive information and escalate complex issues.
• Contribute to continuous process improvement and welcome visitors professionally.

Skills

Administrative support

Calendar management

Travel coordination

Email management

Documentation

Interpersonal communication

Discretion/confidentiality

Time management

Education

High school diploma or GED

AA degree or higher

Tools

Microsoft Office

PeopleSoft

EXPENSE

PCardPro

Job description

Overview

At PNNL,our core capabilities are dividedamongmajor departmentsthat werefer to asDirectorateswithin the Lab,focused on a specific area of scientific research orother function, with its own leadership teamand dedicated budget.

Our Science & TechnologydirectoratesincludeNational Security,Earthand Biological Sciences, Physical and Computational Sciences, andEnergy andEnvironment.In addition,we have anEnvironmental Molecular Sciences Laboratory,a Department of Energy, Office of Science user facilityhoused on the PNNL campus.

TheEnergy and Environment Directoratedeliversscience and technology solutions for the nation’s biggest energy and environmental challenges. Our more than 1,700 staff support the Department of Energy (DOE), delivering on key DOE mission areas including: modernizing our nation’s power grid to maintain a reliable, affordable, secure, and resilient electricity delivery infrastructure; research, development, validation, and effective utilization of renewable energy and efficiency technologies that improve the affordability, reliability, resiliency, and security of the American energy system; and resolving complex issues in nuclear science, energy, and environmental management.

TheEarth Systems Science Division,part of the Energy and Environment Directorate, provides leadership and solutions that advance Earth system opportunities for energy systems and national security. We are a multidisciplinary division connected by a shared commitment to innovate and collaborate towards solving complex problems in the dynamic Earth system.

Responsibilities

The Applied Decision Systems and Analytics Group within the Earth Systems Science Division seeks a highly motivated individual to support the team as part of our administrative staff. This role provides administrative support to scientific and engineering staff, as well as to non-staff and visitors. The position receives direction from the group leader and the division administrator. The ideal candidate shows strong customer service, teamwork, dependability, and integrity, supporting PNNL’s commitment to scientific excellence and national impact.Because close coordination, accessibility, and real-time partnership are central to the role, this position is expected to work primarily onsite, aligned with the Group Manager’s schedule and ADSA group support.

Responsibilities:

• Provide comprehensive and timely administrative support to managers, staff, and closely related groups.
• Provide guidance and support to team members on administrative processes and procedures.
• Work autonomously in a dynamic environment, managing and prioritizing multiple tasks within established procedures.
• Manage calendars across multiple time zones, anticipating scheduling needs for managers and team leaders.
• Manage large volumes of email with speed and accuracy.
• Support complex domestic and international travel requests, bookings, and expense reporting.
• Prepare, edit, format and maintain documents, spreadsheets, presentations, and other program materials using Microsoft Office Suite.
• Coordinate interviews, hiring processes, onboarding, and related documentation for new hires.
• Provide responsive support for inventory management, purchasing needs and reconciling purchases in alignment with PNNL policies.
• Exercise discretion with sensitive or confidential information, applying sound judgment and escalating complex or non‑standard issues appropriately.
• Contribute to continuous process improvement by identifying and resolving administrative issues.
• Welcome, receive, and direct visitors professionally.
• Other duties as assigned

This role is to be onsite at least 4 days a week, 5 as business needs require.

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
• Experience with effectively managing large volumes of email with a high degree of speed and accuracy in a program with extensive travel and international coordination activity.
• Experience maintaining multiple calendars across time zones and anticipating scheduling needs for managers and staff

Preferred Qualifications:

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint, OneNote, Teams) with the ability to format presentations and documents for the program and closely related groups.
• Experience coordinating complex domestic and international travel itineraries, including familiarity with federal travel requirements and multi-destination logistics for programs with extensive global travel.
• Familiarity with PNNL internal software and lab business systems (e.g., PeopleSoft, B2B, EXPENSE, PCardPro) with the ability to resolve atypical system issues.
• Experience managing P-card purchases and processing procurement requests within departmental procedures.
• Ability to work autonomously, managing and prioritizing multiple tasks within established procedures in a dynamic program environment.
• Strong written and oral communication skills, with the ability to edit and draft content that may reach multiple organizations.
• Demonstrated ability to exercise discretion and handle sensitive or confidential information in a security-focused environment, applying sound judgment within established protocols and escalating appropriately when issues fall outside standard procedures.
• Proven ability to provide guidance and support to team members on administrative processes and procedures.
• Experience working in a customer-service-oriented environment supporting staff, with the ability to impact the group and closely related groups through quality and timeliness of work.
• Proficiency in identifying and resolving administrative issues and contributing to continuous process improvement within the department.
• Demonstrated ability to exercise discretion and handle sensitive or confidential information in a security-focused environment, applying sound judgment within established procedures and gathering relevant information to elevate complex or ambiguous issues appropriately.

Hazardous Working Conditions/Environment

Not Applicable

Additional Information

This position requires the ability to obtain and maintain a federal security clearance.

A security clearance background investigation includes review of your employment, education, financial, and criminal history, as well as interviews with you and your personal references, neighbors, and co-workers to determine trustworthiness, reliability, and loyalty to the United States. The investigation also examines your foreign connections, drug and alcohol use, foreign influence, and overall conduct.

Requirements:

• 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 with 10 CFR 710, Appendix B.
• Drug Testing: All Security Clearance positions are Testing Designated Positions, which means that the applicant selected for hire is subject to pre‑employment drug testing, and post‑employment random 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 if non‑use of illegal drugs, including marijuana, for 12 months cannot be demonstrated.

Testing Designated Position

This position is a Testing Designated Position (TDP). The candidate selected for this position will be subject to pre‑employment and random drug testing for illegal drugs, including marijuana, consistent with the Controlled Substances Act and the PNNL Workplace Substance Abuse Program.

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 $31.63/Hr.

Maximum Salary

USD $45.91/Hr.