Associate Administrative Coordinator

Overview

At PNNL,our core capabilities are dividedamongmajor departmentsthat 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 Science & Technologydirectoratesinclude National Security,Earthand Biological Sciences, Physical and Computational Sciences, and Energy and Environment. In addition, we have an Environmental Molecular Sciences Laboratory,a Department of Energy, Office of Science user facilityhoused on the PNNL campus.

The Energy and Environment Directoratedeliversscience and technology solutions for the nation’s biggest energy and environmental challenges. Our more than 1,700 staff support the Department of Energy (DOE), delivering on key DOE mission areas including: modernizing our nation’s power grid to maintain a reliable, affordable, secure, and resilient electricity delivery infrastructure; research, development, validation, and effective utilization of renewable energy and efficiency technologies that improve the affordability, reliability, resiliency, and security of the American energy system;

and resolving complex issues in nuclear science, energy, and environmental management.

The Earth Systems Science Division, part of the Energy and Environment Directorate, provides leadership and solutions that advance Earth system opportunities for energy systems and national security. We are a multidisciplinary division connected by a shared commitment to innovate and collaborate towards solving complex problems in the dynamic Earth system.

Performs administrative and office support activities, with primary responsibility for coordinating a high volume of staff travel. This position works closely with travelers, Travel Services, administrative staff, and employees across multiple groups to ensure travel is planned, booked, documented, and expensed accurately and efficiently. Additional duties may include scheduling, document and records management, inventory tracking, and general group or project support.

The Earth Systems Science Division is seeking an Administrative Coordinator whose responsibilities will include, but are not limited to:

• Coordinating with staff to understand travel needs, schedules, destinations, and other trip requirements
• Working with Travel Services and travelers to plan and book airfare, lodging, rental vehicles, and other travel arrangements
• Preparing and submitting accurate, timely expense reports and following up with travelers to obtain required receipts and documentation
• Tracking traveler accounts, wallet balances, and outstanding expenses to ensure charges are reconciled and balances are paid promptly
• Coordinating complex or large-scale trips involving employees from multiple groups, including working closely with other administrative staff and non-group personnel
• Communicating travel requirements, deadlines, status updates, and process guidance to travelers
• Maintaining organized travel records and tracking upcoming, active, and completed travel
• Troubleshooting travel-related issues and coordinating with the appropriate departments to resolve them
• Providing additional administrative support, including scheduling meetings and interviews, managing calendars, organizing documents and records, tracking inventory and resources, and taking notes

This position is based in Richland, WA and requires an onsite presence 4 days/week.

Minimum Qualifications:

• High school diploma/GED and 2 years of relevant experience in a clerical or administrative environment
• Experience coordinating business travel, including travel planning, booking, expense reporting, and account reconciliation

Preferred Qualifications:

• Ability to manage a high volume…