ResponsibilitiesThe 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. QualificationsMinimum 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 escalate complex or ambiguous issues appropriately.
Hazardous Working Conditions/EnvironmentNot Applicable
Additional InformationThis 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.
