Pacific Northwest National Laboratory Jobs

Job Information

Pacific Northwest National Laboratory Part-Time Group Administrator in RICHLAND, Washington

Organization and Job ID

Job ID: 309422

Directorate: Communications and Information Technology

Division: Communications

Group: Content and Quality

Job Description

The Invitation

Pacific Northwest National Laboratory (PNNL) is a world-class research institution powered by a highly educated, diverse workforce committed to collaboration and work–life balance. Dynamic, adaptable people come to PNNL to work smarter and work together on high-impact projects and initiatives for the U.S. Department of Energy and many other sponsors. They focus on meaningful work, innovation and outcomes. At PNNL, you’ll find a positive, fast-paced environment and excellent benefits including pension, matching 401(k), tuition reimbursement plans, health insurance, flexible work schedules and telework options. PNNL is located in eastern Washington State, an area known for its outdoor recreation, thriving wine industry, and affordable cost of living.

The Opportunity

The Communications Division at Pacific Northwest National Laboratory is seeking a part-time [20 hours per week] group administrator. The administrator provides administrative support to the managers and staff of two groups within the Communications Division. The group administrator manages a full range of business and administrative tasks for two Line Managers and approximately 48 of their staff. The incumbent regularly interfaces with Division managers, Division Administrator, Team Leads, Division staff, and Directorate Administrator.

The Administrator applies thorough knowledge of administrative functions and Laboratory policies and procedures. The Administrator effectively implements procedures and is capable of independent decision making, as well as applying discretion and good judgment. The Administrator resolves issues, and/or advises management on a wide range of administrative issues using a working knowledge of PNNL policy and procedures. He or she educates staff about institutional policies and procedures when necessary.

The Administrator interacts daily with members of the Communications Senior Leadership team and works closely with other functional managers and staff across the division. He or she must respond with flexibility to shifting priorities, short deadlines, and rapid change. Duties often require creative thinking and awareness of sensitivities.

Authority and Accountability

  • Maintains and monitors calendars for the Line Manager

  • Arranges meetings, sets agendas, schedules meeting participants, and documents meeting minutes and action items

  • Arranges travel, departmental staff meetings, interviews, and schedules for external visitors

  • Processes business travel expenses and itineraries; purchases equipment and supplies; executes other administrative duties using PNNL software such as travel, visitors, badging, expensing, etc

  • Independently handles routine-to-complex business issues of an administrative and sometimes ambiguous nature; demonstrates sound judgment and follow-through with attention to detail

  • Ensures that administrative policies, processes, and requirements are being adhered to within the Division

  • Coordinates work with Division Administrator, assuring that workload is distributed as required and that administrative coverage is planned during absences

  • Tracks division assets such as subscriptions, licenses, etc

  • Uses discretion in processing sensitive or confidential information.

  • Positively interacts with a wide-variety of PNNL staff of all levels; resolves and/or advises management on a wide range of administrative issues; provides training and guidance to staff when necessary and appropriate

  • Recommends new approaches, policies, and procedures to effect continual improvement

  • Remains cognizant of manager’s involvement in daily issues; ensures that meetings and action items are addressed in a timely manner; monitors schedules and calendars to track long-range planning activities; schedules and coordinates logistics for meetings, workshops, interviews, etc

Required Knowledge, Skills, and Abilities

  • Experience base should clearly demonstrate highly developed skills in the areas of office management, advanced technical skills, organization, attention to detail, work prioritization, judgment, discretion, conflict resolution, hosting executive level visitors, and taking independent action and follow-through

  • Highly proficient at use of personal computers and standard office equipment and software such as Microsoft Office Suite, in particular Word, PowerPoint, and Outlook

  • Ability to perform tasks independently within the framework of established PNNL policies and procedures and within designated deadline requirements

  • Track record of completing multiple tasks simultaneously while ensuring work is consistent and of high quality

  • Possess or be able to rapidly develop thorough knowledge of PNNL policies, procedures, organization, and office procedures

  • Ability to prioritize work and coordinate calendars and schedules across individuals and groups

  • Able to create meeting agendas, record minutes and actions during group meetings, and organize and track actions following meetings

  • Fundamental understanding of office support functions and demonstrated ability to effectively apply procedures, work independently, and direct workflow of others as appropriate

  • Ability to identify potential administrative problems and areas for improvement, recommend solutions, as well as resolve issues and/or advise leadership on a wide range of administrative issues

  • Demonstrated ability to manage and complete multiple activities while adhering to deadlines

  • Commitment to detail and accuracy of work

  • Demonstrated ability to work in a self-directed manner

  • Track record of maintaining effective working relationships with a wide variety of PNNL staff and of all levels including administrative counterparts within and across organizational boundaries

Minimum Qualifications

High school education and three or more years of progressively responsible administrative experience, or an equivalent combination of relevant training and experience required.

Preferred Qualifications

  • Thorough knowledge of PNNL policies, procedures, organization, and office procedures

  • Strong customer service orientation and comfort and familiarity working with senior leaders, communications, and technical staff

  • Working knowledge of Microsoft Excel

  • Excellent business writing skills, including the ability to proofread content for spelling, grammar, punctuation, and style

  • Familiarity with Confluence and JIRA software

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.

Directorate: Comm & Information Technology

Job Category: Administration/Specialist/Support

Group: Content & Quality

Opening Date: 2019-06-03

Closing Date: 2019-07-03

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