• Research Associates excluded.

BS&D group seeks a Senior Administrative Coordinator to provide administrative support to our geographically distributed team of approximately 50 engineers, scientists and project managers. The Senior Administrative Coordinator offers support services to and actively engages with staff, sponsors, and prospective employees – activities that are critical to the overall success of our organization. This full-time position reports to the Group Leader of the BS&D group. The position requires close coordination with a broader administrative team for the Electricity Infrastructure and Buildings Division, of which the BS&D group is a part. The administrator serves as a key resource for management and staff on PNNL policies and procedures.

Key responsibilities and accountabilities would include:

• Staying abreast of group leader’s schedule and calendar, coordinate meetings, and helping to track cyclical activities, due dates and action items related to staff evaluations, promotions, changes in employment status and other human resource-related issues.
• Supporting group members (those on the main campus and in various other locations) with business travel expense reporting, managing training requirements, publication of documents, and other administrative duties using PNNL software systems for travel, B2B, information release, expensing, etc.
• Purchasing office supplies and group equipment using P-card and B2B systems, and be knowledgeable about prohibited purchases, special requirements, related shipping and property management issues.
• Scheduling and coordinating logistics for group meetings, workshops, and visits from sponsors.
• Coordinating with job candidates to schedule phone interviews, make travel arrangements, create interview agendas, and process expenses. Professional communication with the interview candidate is essential to ensure a good first impression of PNNL.
• Assisting in onboarding of new staff, including ordering computer equipment, setting up office space, scheduling networking meetings, and making sure training is done in a timely manner.
• Coordinating group office space needs and working with facilities personnel to coordinate moves and space modifications within the group.
• Supporting development of the BS&D group newsletter, including engaging with staff to procure material and ensuring timely distribution of the information.
• Supporting the group leader with group budget tracking, including working with finance to get regular cost reports and request changes to budgets.
• Composing and editing correspondence, screening communications, responding to inquiries, and making appropriate referrals, as needed.
• Serving as a central resource to all staff by providing guidance on PNNL policies and procedures.

• 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

• 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 apply procedures, work independently, and direct workflow of others as appropriate and effectively. 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 verbal and written communication skills.
• Demonstrated ability to manage several tasks at any given time and deliver consistently high quality.
• Experience working with geographically distributed teams is a plus.