Group Administrator job vacancy in Pacific Northwest National Laboratory (Richland, WA 99354)

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Company name : Pacific Northwest National Laboratory
Location : Richland, WA 99354
Position : Group Administrator

Description :

Building, Simulation & Design (BS&D) group seeks an Administrative Professional to provide administrative support to our geographically distributed team of approximately 50 engineers, scientists and project managers. The administrator 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.

About you: You are a self-starting, well-organized administrative professional who multi-tasks effectively and independently organizes and prioritizes your work. You team well with your administrative peers, management, and staff and leverage those partnerships to facilitate operations and communications. You proactively partner with your group leader, anticipate their needs and those of the broader group and maintain familiarity with their activities to provide superior support. You are responsive to staff requests for support and demonstrate timely follow through. You use your excellent written and verbal communication and versatile interpersonal skills to foster effective working relationships with staff within the BS&D group, across the Laboratory, and with those external to PNNL. You maintain a high degree of confidentiality, discretion, proficiency, and good judgment.

Stay abreast of group leader’s schedule and calendar, coordinate meetings, and help to track cyclical activities, due dates and action items related to staff evaluations, promotions, changes in employment status and other human resource-related issues.
Support 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.
Purchase 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.
Schedule and coordinate logistics for group meetings, workshops, and visits from sponsors.
Coordinate 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.
Assist 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.
Coordinate group office space needs and work with facilities personnel to coordinate moves and space modifications within the group.
Support development of the BS&D group newsletter, including engaging with staff to procure material and ensuring timely distribution of the information.
Support the group leader with group budget tracking, including working with finance to get regular cost reports and request changes to budgets.
Compose and edit correspondence, screen communications, respond to inquiries, and make appropriate referrals, as needed.
Serve as a central resource to all staff by providing guidance on PNNL policies and procedures.

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.
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.
Proficient use of MS Office Suite.
Experience working with geographically distributed teams is a plus.
Hazardous Working Conditions/Environment:

Position requires sitting or standing for extended periods of time
The ability to lift 30 lbs
Additional Information:

Not Applicable
Testing Designated Position (TDP):

Not Applicable
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

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.
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.

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