Pacific Northwest National Laboratory Program Development Office Administrator in RICHLAND, Washington

Organization and Job ID

Job ID: 308745

Directorate: National Security

Group: Program Development Office

Job Description

This position provides direct administrative support to the National Security Program Development Office (NSPDO) Director. The incumbent has responsibility to establish and implement cohesive administrative processes that will consistently and effectively support critical sponsor needs and interactions. This position requires positive working relationships with the administrative and support staff within the NSPDO team, the National Security Directorate, and across the Laboratory.

This position, with minimal direction and a high degree of initiative, addresses a full range of business and administrative issues at the Directorate and sector levels, facilitating work across four National Security 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, Battelle, government organizations, a variety of contractor and subcontractor organizations, other administrative staff, and PNNL staff from multiple locations across the United States.

This is a senior level administrative position, accountable for providing leadership within the PDO (Program Development Office) administrative team on matters relating to full cycle support delivery within the PDO, administrative expertise development, and collaboration with administrative partners external to the PDO. Daily engagement and support to the PDO administrative team is expected, as well as bi-weekly leadership and professional development meetings.

Responsibilities and Accountabilities : This position reports to and is accountable to the NSPDO Director.

  • 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 NSPDO office, to include engagement with senior leadership at PNNL and across much of the government sponsor space.

  • 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 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 Sectors, their administrators, the National Security Directorate Core 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 5-8 years of progressively responsible administrative experience, or an equivalent combination of relevant training and experience required.

Must be able to demonstrate proficient use of standard office equipment; demonstrate proficient use of MS Office Suite; prioritize work, and coordinate calendars/schedules; be responsible for commitments and action items. Must understand office support functions and possess the ability to effectively apply procedures, and direct and delegate workflow of others as appropriate.

Must be able to identify potential administrative problems/areas for continuous improvement, recommend solutions and direct implementation. Must be able to use discretion and excellent judgment; positively interact with a wide-variety of PNNL staff and clients of all levels, including DOE and BMI; resolve and/or advise management on a wide range of administrative issues; provide training and guidance to less senior or new staff when necessary.

Must set and coordinate administrative priorities and effectively communicate information within and for the Division/Directorate. Ability to: independently make decisions/respond to a wide range of actions and/or inquiries based on business knowledge; thoroughly understand PNNL, BMI and the reporting requirements of the specific Division/Directorate. Excellent communication skills required.

Preferred Qualifications

  • Experience supporting at a Director or Executive level strongly preferred

  • 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.

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: 2019-01-03

Closing Date: 2019-01-24