Pacific Northwest National Laboratory Part-Time Group Administrator in RICHLAND, Washington
Organization and Job ID
Job ID: 309422
Directorate: Communications and Information Technology
Group: Content and Quality
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 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
High school education and three or more years of progressively responsible administrative experience, or an equivalent combination of relevant training and experience required.
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