Senior Administrative Coordinator

Overview

At PNNL,our core capabilities are dividedamongmajor departments that werefer to as Directorates within the Lab,focused on a specific area of scientific research orother function, with its own leadership teamand dedicated budget.

Our directorates related to Mission Support & Operations include Office of General Counsel, Business Services, Communications and External Engagement,Operational Systems,Communication sand Information Technology,and Performance

Management.

The Operational Systems Directorate (OSD) leads delivery of PNNL’s 10-year, $1.2 billion campus construction portfolio— the single largest construction and modernization effort in the Laboratory’s history. OSD oversees operations and facility services, maintenance, and infrastructure planning.

A team ofnearly 800staff comprise OSD, spanning in a wide range of disciplines, including craftspeople, engineers, construction professionals, technicians, scientists, administrators, and specialists. Together, they ensure that PNNL’s assets, services, and OSD-led programs are managed and performing safely, securely, reliably, effectively, and efficiently.

The directorate stewards more than $250 million in annual budget authority; managing more than 2.5 million square feet of facility space across two campuses; overseeing approximately 200 regulatory program areas; and executing a multi-million-dollar facility and infrastructure project portfolio.

The Senior Administrative Coordinator provides high-level, proactive administrative coordination and operational support to PI&E division staff. Working autonomously within established procedures and practices, this role applies specialized knowledge across a variety of administrative work processes to anticipate needs, coordinate priorities, resolve issues, and ensure timely, effective support across PI&E and closely related organizations. The successful candidate exercises sound judgment handles sensitive information with discretion, and serves as a knowledgeable resource on Laboratory tools, processes, policies, and administrative best practices.

• Provide comprehensive, proactive administrative support to the PI&E staff, manage complex calendars for PI&E leadership, coordinate meetings and logistics, prepare agendas and materials, track action items, and manage executive correspondence.
• Anticipate administrative, scheduling, reporting, and information needs; gather and organize information, identify potential conflicts or gaps, and take appropriate action within established procedures to keep division priorities moving forward.
• Coordinate end-to-end travel and expense processes for staff including travel requests, itinerary planning, expense reporting, corporate card monitoring, issue resolution, compliance documentation, and guidance on applicable policies and best practices.
• Serve as a primary administrative point of contact for staff, providing support and guidance on Laboratory tools, processes, policies, and best practices related to training, IT hardware, procurement, DOE correspondence, meeting coordination, and other administrative services.
• Coordinate division purchasing and supply needs, including supplies, materials, and equipment; initiate and track purchase requests, resolve routine and issues, and help ensure requests are complete, timely, and compliant with applicable requirements.
• Support FIGC activities and associated administrative processes, coordinating information, documentation, scheduling, and follow-through as needed.
• Assists with submitting and tracking staff memberships, licenses, and certifications, including preparing written justifications and processing related purchases. The position ensures all documentation is accurate, current, and compliant with organizational requirements.
• Coordinate recruiting and hiring activities, including creation and routing of job requisitions, interview scheduling, panel logistics, preparation of materials, and candidate and panel communications, onboarding, in partnership with hiring managers and HR/Talent Acquisition.
• Coordinate new-hire onboarding from pre-arrival through the first weeks of employment, including orientation, access requests, workspace readiness, equipment provisioning, required training, introductions, and first-week schedules.
• Coordinate and track formal correspondence, including letters, memos, and notifications, from draft through review, approval, signature, distribution, and archiving; complete required…