Pacific Northwest National Laboratory NNSA/Defense Sector Administrator in RICHLAND, Washington

Organization and Job ID

Job ID: 307628

Directorate: National Security

Group: Program Development Office

Organization and Job ID

Job ID: 307628

Directorate: National Security

Group: Program Development Office

Job Description

This position provides direct administrative support to the National Nuclear Security Administration (NNSA) & Defense Sector managers within the National Security Program Development Office (NSPDO). The incumbent has responsibility to establish and implement cohesive administrative processes that can consistently and effectively support important sponsor needs and interactions. This position requires working with administrative and support staff within the NSPDO team and across the Laboratory.

This position, with minimal direction and a high degree of initiative, addresses a full range of business and administrative issues in both the NNSA and Defense Sectors. A high level of responsibility, responsiveness, and confidential assistance to staff members is essential. The incumbent acts independently and with mature judgment in analyzing communications flow, situational events, taking appropriate actions and/or judging the referral or transmission of information to other team members, as required.

The range of daily contacts for this position includes senior managers from across the Laboratory, government organizations, a variety of contractor and subcontractor organizations, other administrative staff, and PNNL staff from multiple locations across the United States.

A large part of the administrative duties associated with this position is support of management for visits from senior U.S. government employees and potential sponsors. This position is responsible for arrangements associated with travel, coordination of visit including, but not limited to: initial drafting and preparation of visit agendas, scheduling visit, processing security clearances, organizing and supporting technical conferences and symposia, presentation documents, communication procedures, filing retrieval, time charging, and travel logistics.

Responsibilities and Accountabilities: This position reports to the NSPDO Director and is accountable to the NNSA Sector & Defense Sector managers. Responsibilities include:

  • Provides exceptional level of administrative assistance guided by the understanding of the NSPDO, Sector and Sub-Sector goals, objectives, assigned responsibilities, and the business mission.

  • Excellent written and oral communication, facilitation, leadership, coordination, and influence of administrative issues with all levels of management, technical staff, support staff, and sponsors.

  • Excellent interpersonal skills and capable of working independently to accomplish the objectives associated with the daily operations of the NNSA & Defense sectors.

  • Assembles, researches, and abstracts information in advance in preparation for trips, meetings, reports, and presentations.

  • Prioritizes critical activities and maintains a high degree of responsiveness and flexibility in a constantly changing work environment, as well as anticipating needs on behalf of the Managers.

  • Guides the workflow of the Managers by prioritizing and engaging others, as necessary, to ensure task completion.

  • Reviews incoming mail and electronic correspondence, identifies and forwards appropriate actions, and responds independently when appropriate, gathers and compiles input for response, and tracks actions and signature items.

  • Ensures that Sector Managers, Sub-Sectors and NSPDO staff are aware of commitments and due dates and assists with the preparation of responses as it relates to the task at hand.

  • Effective control of the managers’ office calendar requires close coordination with the NSPDO Director and Lead Administrator, the NDPSO Team and others as needed for sponsor activities or other meetings to ensure availability to participate or that appropriate delegations are in place. Knowledge of routine and non-routine commitments, availability of staff, and close communication with administrative support staff across the Laboratory is required.

  • Organizes and attends meetings, prepares agendas, coordinates and gathers information, ensuring completeness and accuracy. Ensures that assignments, follow up and accountabilities are met.

  • Coordinates classified and unclassified meetings (in Richland, Seattle and Sponsor facilities), processes classified documents and is able to electronically transmit classified materials to sponsors.

  • Coordinates clearance transfers for PNNL staff visiting locations outside of PNNL.

  • Uses discretion and good judgment about the disclosure or processing of sensitive, confidential, or classified information or materials.

  • Participates in routine NSD administrator meetings for networking, teamwork, and administrative highlights.

  • Makes recommendations to resolve administrative issues/processes affecting the organizational unit and teams to develop solutions.

  • Assists other NSPDO staff as part of a cohesive working team; including other NSD administrators as needed.

Job Description

This position provides direct administrative support to the National Nuclear Security Administration (NNSA) & Defense Sector managers within the National Security Program Development Office (NSPDO). The incumbent has responsibility to establish and implement cohesive administrative processes that can consistently and effectively support important sponsor needs and interactions. This position requires working with administrative and support staff within the NSPDO team and across the Laboratory.

This position, with minimal direction and a high degree of initiative, addresses a full range of business and administrative issues in both the NNSA and Defense Sectors. A high level of responsibility, responsiveness, and confidential assistance to staff members is essential. The incumbent acts independently and with mature judgment in analyzing communications flow, situational events, taking appropriate actions and/or judging the referral or transmission of information to other team members, as required.

The range of daily contacts for this position includes senior managers from across the Laboratory, government organizations, a variety of contractor and subcontractor organizations, other administrative staff, and PNNL staff from multiple locations across the United States.

A large part of the administrative duties associated with this position is support of management for visits from senior U.S. government employees and potential sponsors. This position is responsible for arrangements associated with travel, coordination of visit including, but not limited to: initial drafting and preparation of visit agendas, scheduling visit, processing security clearances, organizing and supporting technical conferences and symposia, presentation documents, communication procedures, filing retrieval, time charging, and travel logistics.

Responsibilities and Accountabilities: This position reports to the NSPDO Director and is accountable to the NNSA Sector & Defense Sector managers. Responsibilities include:

  • Provides exceptional level of administrative assistance guided by the understanding of the NSPDO, Sector and Sub-Sector goals, objectives, assigned responsibilities, and the business mission.

  • Excellent written and oral communication, facilitation, leadership, coordination, and influence of administrative issues with all levels of management, technical staff, support staff, and sponsors.

  • Excellent interpersonal skills and capable of working independently to accomplish the objectives associated with the daily operations of the NNSA & Defense sectors.

  • Assembles, researches, and abstracts information in advance in preparation for trips, meetings, reports, and presentations.

  • Prioritizes critical activities and maintains a high degree of responsiveness and flexibility in a constantly changing work environment, as well as anticipating needs on behalf of the Managers.

  • Guides the workflow of the Managers by prioritizing and engaging others, as necessary, to ensure task completion.

  • Reviews incoming mail and electronic correspondence, identifies and forwards appropriate actions, and responds independently when appropriate, gathers and compiles input for response, and tracks actions and signature items.

  • Ensures that Sector Managers, Sub-Sectors and NSPDO staff are aware of commitments and due dates and assists with the preparation of responses as it relates to the task at hand.

  • Effective control of the managers’ office calendar requires close coordination with the NSPDO Director and Lead Administrator, the NDPSO Team and others as needed for sponsor activities or other meetings to ensure availability to participate or that appropriate delegations are in place. Knowledge of routine and non-routine commitments, availability of staff, and close communication with administrative support staff across the Laboratory is required.

  • Organizes and attends meetings, prepares agendas, coordinates and gathers information, ensuring completeness and accuracy. Ensures that assignments, follow up and accountabilities are met.

  • Coordinates classified and unclassified meetings (in Richland, Seattle and Sponsor facilities), processes classified documents and is able to electronically transmit classified materials to sponsors.

  • Coordinates clearance transfers for PNNL staff visiting locations outside of PNNL.

  • Uses discretion and good judgment about the disclosure or processing of sensitive, confidential, or classified information or materials.

  • Participates in routine NSD administrator meetings for networking, teamwork, and administrative highlights.

  • Makes recommendations to resolve administrative issues/processes affecting the organizational unit and teams to develop solutions.

  • Assists other NSPDO staff as part of a cohesive working team; including other NSD administrators as needed.

Minimum Qualifications

High School education and six or more years of progressively responsible administrative experience, or an equivalent combination of relevant training and experience. Intermediate knowledge of policies, procedures and practices related to classified environments are essential. Ability to demonstrate good communication, teaming and writing skills are required. Must have proficient MS Office skills including Outlook and Word.

Minimum Qualifications

High School education and six or more years of progressively responsible administrative experience, or an equivalent combination of relevant training and experience. Intermediate knowledge of policies, procedures and practices related to classified environments are essential. Ability to demonstrate good communication, teaming and writing skills are required. Must have proficient MS Office skills including Outlook and Word.

Equal Employment Opportunity

Battelle Memorial Institute (BMI) at Pacific Northwest National Laboratory (PNNL) is an Affirmative Action/Equal Opportunity Employer and supports diversity in the workplace. All employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, marital or family status, sexual orientation, gender identity, or genetic information. All BMI staff must be able to demonstrate the legal right to work in the United States. BMI is an E-Verify employer. Learn more at jobs.pnnl.gov.

Equal Employment Opportunity

Battelle Memorial Institute (BMI) at Pacific Northwest National Laboratory (PNNL) is an Affirmative Action/Equal Opportunity Employer and supports diversity in the workplace. All employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, marital or family status, sexual orientation, gender identity, or genetic information. All BMI staff must be able to demonstrate the legal right to work in the United States. BMI is an E-Verify employer. Learn more at jobs.pnnl.gov.

Other Information

This position requires the ability to obtain and maintain a federal security clearance.

Requirements:

  • U.S. Citizenship

  • Background Investigation: Applicants selected will be subject to a Federal background investigation and must meet eligibility requirements for access to classified matter in accordance 10 CFR 710, Appendix B.

  • Drug Testing: All Security Clearance (L or Q) positions will be considered by the Department of Energy to be Testing Designated Positions which means that they are subject to applicant, random, and for cause drug testing. In addition, applicants must be able to demonstrate non-use of illegal drugs, including marijuana, for the 12 consecutive months preceding completion of the requisite Questionnaire for National Security Positions (QNSP).

Note: Applicants will be considered ineligible for security clearance processing by the U.S. Department of Energy until non-use of illegal drugs, including marijuana, for 12 consecutive months can be demonstrated.

Other Information

This position requires the ability to obtain and maintain a federal security clearance.

Requirements:

  • U.S. Citizenship

  • Background Investigation: Applicants selected will be subject to a Federal background investigation and must meet eligibility requirements for access to classified matter in accordance 10 CFR 710, Appendix B.

  • Drug Testing: All Security Clearance (L or Q) positions will be considered by the Department of Energy to be Testing Designated Positions which means that they are subject to applicant, random, and for cause drug testing. In addition, applicants must be able to demonstrate non-use of illegal drugs, including marijuana, for the 12 consecutive months preceding completion of the requisite Questionnaire for National Security Positions (QNSP).

Note: Applicants will be considered ineligible for security clearance processing by the U.S. Department of Energy until non-use of illegal drugs, including marijuana, for 12 consecutive months can be demonstrated.Directorate: National Security Dir

Job Category: Administration/Specialist/Support

Group: Program Devl Office

Opening Date: 2018-04-06

Closing Date: 2018-04-20