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Pacific Northwest National Laboratory Group Lead Administrator in Richland, Washington

Overview

Do you want to contribute to national security while representing a billion-dollar international research institution? We’re looking for a driven, energetic, and professional administrator to support the Pacific Northwest National Laboratory’s Math, Stats & Data Science Group within the AI & Data Analytics Division (AIDA) Division in the National Security Directorate (NSD).

Our collaborative environment and commitment to work/life balance makes PNNL 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 experts addressing many of the Department of Energy’s (DOE’s) critical national security operations providing innovative concepts that integrate policy, analytics, science, and technology into unique solutions.

This position provides direct administrative support to technical leaders and influences the administrative workflow across this group of around 75 staff. As a U.S. Department of Energy national laboratory operated by Battelle, our science and technology inspire 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, and health insurance.

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.

This position serves as a full-time Lead Administrator for the AIDA Division in NSD. The incumbent is responsible for providing administrative support to the Group Leader for the Math, Stats & Data Science group.

The incumbent's responsibilities for day to day operations of the group office includes but is not limited to the following:

  • Identifies and makes recommendations to resolve administrative issues/processes affecting the organizational unit and teams to develop solutions; Participates and or leads small teams to solve issues and problems; Develops solutions to a variety of complex problems based on established policy, precedent or knowledge of subject area; Demonstrates excellent and proactive communication; Regularly functions in a high-paced environment with conflicting priorities; Possesses good customer service skills.

  • The incumbent will interact professionally with staff, management, external collaborators and sponsors. Having a working knowledge of relevant policies, procedures and practices, this position will serve as a resource to staff regarding policies and procedures. In addition, this position assists staff to follow appropriate procedures and use necessary forms to conduct business in an efficient and compliant manner. Independent evaluation and judgment are required for handling a wide variety of situations, and for taking appropriate action while maintaining a high level of confidentiality and professionalism.

  • Creates and maintains a strong network and establish positive working relationships throughout the directorate, Laboratory and external customers and contacts. Mentors peers and junior staff.

  • The incumbent will receive primary direction and assignments directly from the Group Leader and TLs. Work is primarily independent within the framework of established policies and procedures, while exercising discretion and latitude in determining priorities, workflow and objectives, and leading the administrative team within the group.

  • Must exercise a high-degree of sensitivity and confidentiality when dealing with business and personnel information, events, and activities.

  • Independently gather, compile, track and review administrative data to ensure accuracy and completeness. This includes creating and maintaining tools such as spreadsheets and charts for tracking a variety of staffing management functions.

  • Facilitating staff to stay functional and acting in cognizance of the group budget, coordinate ordering of staff supplies and materials required through the PNNL’s purchasing system.

  • Coordinates and arranges visits, meetings, interviews, seminars, workshops (hybrid onsite and remote), complex travel arrangements (domestic and foreign) with security preparations; completes travel expense reports and oversees process; and processes visitors through PNNL's internal systems. This also includes but is not limited to preparing of agendas and travel itineraries; calendar scheduling events; processing security clearances; reconciling expenses.

Qualifications

Minimum Qualifications:

  • High School Diploma and 3-5 years’ experience in an administrative environment, or combination of education and experience.

  • Experience in planning meetings and coordinating travel.

Preferred Qualifications:

  • Working knowledge of departmental and company policies, procedures and practices.

  • Provides suggestions for process improvements. Independently prioritizes and organizes work.

  • Routinely takes initiative with respect to their everyday work.

  • Provides administrative support at a higher level of complexity than a Level II.

  • Prepares, proofreads and edits written correspondence and documents.

  • Coordinates group events, off-sites & activities; including coordination of all logistics for event/meeting.

  • Plans Meetings.

  • Prepares agendas for staff or team meetings, publishes minutes and action items & follows up on delegated actions.

  • Interfaces with group personnel and sponsors.

  • Processes high volume of standard forms, including awards, purchase requisitions, expense reimbursement, and personnel requisitions.

  • Collects signatures and tracks all requests through completion (receipt of goods, payment, etc.).

  • Coordinates complex travel for employees and visitors.

  • May recommend process improvements and innovations for the Directorate or Group.

  • Ability to drive workflow in a fast-paced environment with conflicting priorities.

  • Experience in planning meetings and coordinating travel.

  • Possesses good customer service skills.

  • Exceptional interpersonal communication skills.

  • Possesses an extensive working knowledge of commonly used computer applications such as Microsoft Office Suite with expert skills in MS Outlook and proficiency in Word, PowerPoint, and Excel.

  • Demonstrate strong capability to set up and administer remote meeting technologies and tools, including MS Teams and Zoom.

  • Ability to effectively manage email with a high degree of speed and accuracy. Experience maintaining multiple calendars.

Hazardous Working Conditions/Environment

Not Applicable

Additional Information

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

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 candidate selected is subject to pre-employment and 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 until non-use of illegal drugs, including marijuana, for 12 months can 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 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, 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 careers@pnnl.gov .

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.

Mandatory Requirements

Battelle requires employees to have a COVID-19 vaccine as a condition of employment, subject to accommodation. Applicants are required to disclose their vaccination status following a conditional offer of employment and must attest to being fully vaccinated with a Center for Disease Control (CDC)-approved COVID-19 vaccination, or provide documentation of need for medical or religious exemption from the COVID-19 vaccination requirement.

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.

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