ResponsibilitiesPerforms 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 reports to and is accountable to the Nuclear Nonproliferation & Security Sector Manager. Responsibilities of the administrator include:
- Providing an exceptional level of administrative assistance guided by the understanding of the NSD PDO, Sector and Sub-Sector goals, objectives, assigned responsibilities, and the business mission.
- Demonstrating impeccable and proactive written and verbal communication, facilitation, leadership, coordination, partnership with the Sector Manager, and influence of administrative issues with all levels of management, technical staff, support staff, and sponsors.
- Demonstrating excellent interpersonal skills and capability to work independently to accomplish the objectives associated with the daily operations of the Nuclear Nonproliferation & Security Sector, to include engagement with senior leadership at PNNL and across much of the government sponsor space.
- Assembling, researching, and abstracting information in preparation for trips, meetings, reports, and presentations. This can include managing and submitting abstracts, documents, presentations, and posters into Information Release and coordinating with a Derivative Classifier when applicable.
- Prioritizing activities and maintain a high degree of responsiveness and flexibility in a constantly changing work environment, as well as anticipating and responding to the needs of the managers.
- Guiding the workflow of the manager by prioritizing and engaging others, as necessary, to ensure task completion.
- Reviewing and triaging incoming mail and electronic correspondence, identifying and forwarding appropriate actions, and responding independently when appropriate, gathering and compiling input for response, and tracking actions and signature items.
- Ensure that Sub-Sector managers and NSD PDO staff are aware of commitments and due dates and assists with the preparation of responses as it relates to the task at hand.
- Effectively controlling and managing the Sector manager's office calendar, and when applicable, involving close coordination with the Sub-Sector managers, matrixed staff and others as needed for sponsor activities or other meetings to ensure availability to participate or coordinate appropriate delegations when needed. Demonstrating knowledge of routine and non-routine commitments, availability of staff, and close communication with administrative support staff across the Laboratory is required.
- Organizing and attending meetings, preparing agendas, coordinating, and gathering information, ensuring completeness and accuracy. Ensuring that assignments, follow up and accountabilities are met.
- Coordinating classified and unclassified meetings (in Richland, Sequim, Seattle, DC, and Sponsor facilities), processing classified documents and electronically transmit classified materials when applicable.
- Coordinating clearance transmission for PNNL staff visiting locations outside of PNNL and facilitate the effective transmission of external visitors' access eligibility and information to the appropriate contacts within PNNL.
- Using discretion and good judgment about the disclosure or processing of sensitive, confidential, or classified information or materials.
- Participating in routine NSD administrator meetings for networking, teamwork, and administrative highlights.
- Making recommendations to resolve administrative issues/processes affecting the organizational unit and teams to develop solutions.
- Assisting other NSD PDO staff as part of a cohesive working team; including other NSD administrators as needed.
- Demonstrating a strong understanding of allowable and unallowable costs associated with business development and project activities. Track and provide guidance and approval of unallowable funds.
- Coordinating visits including but not limited to agenda and/or tour preparation, facilitating badging and access requirements, submitting expense reports and cash management, assisting with presentation documents, communication procedures, preparing and providing working meals and refreshments, initial and final logistics communication with visitors and participants, scheduling meetings and conference rooms, tracking action items and working with the host on follow up actions.
- Assisting with travel management for managers and supporting staff including but not limited to submission of travel requests, coordinating and arranging travel arrangements, completing expense reports, monitoring corporate credit card accounts to prevent overdue fees, etc.
This position is based in Richland, WA and requires an onsite presence minimum 4 days per week. QualificationsMinimum Qualifications:
- High school diploma/GED and 12 years of relevant experience in an administrative environment -OR-
- AA degree or higher and 10 years of relevant experience in an administrative environment.
- Experience in planning meetings and coordinating travel
Preferred Qualifications:
- Experience supporting at a Director or Executive level.
- Experience managing complex executive calendars and the ability to prioritize conflicting appointments.
- Experience in handling email and correspondence efficiently, ensuring important messages are prioritized and managed effectively.
- Demonstrated experience in managing visitor logistics, including scheduling and resource allocation.
- Must have proficient MS Office skills including Outlook, Word, Excel, PowerPoint, Microsoft Teams, and Adobe.
- Intermediate knowledge of policies, procedures and practices related to classified environments are preferred.
- Knowledge of PNNL administrative systems/processes such as but not limited to: Information Release (IR), Concur,
- Purchase and Expense System (PACQ), MyHR, Business to Business (B2B), P-Card, Clearance Visit Request System (CVRS), Clearance Request System (CRS), Access & Visitors (A&V), Foreign National Visit Assignment (FNVA), and Access Control Enterprise System (ACES).
Additional InformationThis position requires the ability to obtain and maintain a federal security clearance.
