Pacific Northwest National Laboratory Programmatic Events Coordinator in RICHLAND, Washington
Organization and Job ID
Job ID: 311915
Directorate: National Security
Division: Operational Systems and Technology
Group: Operational Readiness and Assurance
PNNL’s National Security Directorate (NSD) is the steward of the Laboratory's assets to help "prevent and counter acts of terrorism and the proliferation of weapons of mass destruction." NSD provides the tools and technologies to support the detection of weapons of mass destruction, help the United States manage its nonproliferation treaties, and secure our nation's borders.
With this unique opportunity you will:
Assist in daily coordination of project(s).
Track progress and identifies/resolves obstacles; communicates to internal and external clients.
Perform some administrative tasks such and arranging meetings, developing agendas, and preparing progress reports.
May prepare purchase requisitions (PRs) and tracks procurements and service contracts throughout lifecycle.
May support business office in setting up financial structures, work breakdown structures, and maintains financial integrity.
The National Security Directorate’s Operational Readiness and Assurance (ORA) group is responsible for assuring the readiness, sustainability, and resilience of critical national security operations and infrastructure. ORA stewards capabilities associated with mission assurance, and the operations and maintenance stage of the systems engineering lifecycle. Working with stakeholders, ORA prepares and equips end users to operate, sustain, and withstand disruption to mission critical systems and infrastructure. Operational sustainment and resilience is achieved and transitioned through instructional systems, knowledge transfer, logistics innovation, reliability engineering, vulnerability assessment, and complex supply chain and infrastructure interdependency analysis.
Pacific Northwest National Laboratory has over 2,300 trips per year to support project work. A significant number of those trips involve travel and logistical support associated with workshops, conferences, and foreign delegations. ORA’s Programmatic Events Management and Coordination (PEMC) Team provides training, workshops, and exercise project management and logistics coordination, including planning, execution, and closeout. The team applies extensive knowledge of DOE and PNNL business processes and policies related to conferences, domestic and international programmatic events, and acquisition of event-related services and materials. The team also establishes collaborative relationships with relevant PNNL operational support organizations to ensure efficient, cost-effective, and compliant execution of training, workshops, and exercises.
Responsibilities and Accountabilities :
The incumbent is accountable for planning and implementing workshops from initial identification, contracting, financial accounting, and final reconciliation closure for NNSA/DOE programmatic events.
The incumbent plans and implements sponsored programmatic events and meetings to support the relationships between the Laboratory, NNSA, and host country personnel.
On occasion, the incumbent is required to travel to the location of the programmatic event and act as the meeting coordinator to oversee the logistical arrangements. This requires the incumbent to interact with senior officials, foreign counterparts, NNSA, and other meeting participants. It often involves impromptu arrangements for special tours, receptions, and other social events.
On occasion, the incumbent is required to work off hours when supporting virtual events that need to align with international time zones.
The incumbent serves as the principle point-of-contact for NSD project managers requesting planning and implementing of programmatic events and as the coordinator of communication between the host country and the programmatic event participants.
The incumbent will work directly with National Security Directorate contract specialists and event coordinators to negotiate interpreters, hotels, and logistics. The incumbent pays for many of the workshop expenses via a Specialty P-Card which requires monthly reconciliation. In addition, the incumbent prepares a detailed reconciliation at completion of the programmatic event that summarizes the P-card costs, and contracts funds expended.
Due to the size and acute visibility of NSD’s projects, close coordination with all PNNL stakeholders, NNSA HQ, other national laboratories, U.S. Embassies and federal agencies is necessary. The incumbent must exercise independent judgment and response when obtaining information from both external and internal sources and work independently when making decisions that affect supported projects.
The incumbent will provide M&R (meals and refreshment) evaluation and guidance to foreign travelers about working lunches, refreshments, and conference room reservations in foreign countries. The incumbent will collect proposals from foreign hotels regarding meeting room, A/V, and interpretation equipment and will coordinate with Contracts for finalization of logistics via Travel Card or Contract. As necessary, will prepare M&R expense travel reports or collect required documentation for project files.
The incumbent will be responsible for providing technical support for virtual events, which includes but not limited to; creatively assisting with modification of existing materials for virtual events, execution of various online engagement tools, development of event production schedules.
Accountable to the ORA PEMC Technical Team Lead, the NSD Business Office, and assigned program or project managers.
- Bachelor’s degree and 2+ years relevant experience, or advanced degree.
Knowledge of the programmatic scope and organizational structure of NSD programs and mission areas.
Background and experience with training, workshops, and exercises management and logistics.
Familiarity with various virtual event hosting platforms
Educational background in international relations, or security related field are highly desirable and will allow the incumbent more growth opportunities.
The incumbent should possess strong organization, financial management, communication, and interpersonal skills and must demonstrate an ability to be attentive to detail; manage multiple tasks in a professional, knowledgeable, and efficient manner; identify problems and take the initiative to implement solutions; work independently; manage support staff; maintain confidentiality when dealing with personal or business sensitive information; and organize and prioritize the assigned workload.
Directly related experience working with PNNL’s travel, financial and contractual policies and a strong working knowledge of DOE’s Foreign Travel Management System; DOE orders and PNNL and ACT Contract clauses applicable to domestic and foreign travel; Federal Travel Regulations; PNNL Travel, Finance and Management policies.
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.
If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please send a request via https://jobs.pnnl.gov/help.stm
Please be aware that the Department of Energy (DOE) prohibits DOE employees and contractors from having any affiliation with the foreign government of a country DOE has identified as a “country of risk” without explicit approval by DOE and Battelle. If you are offered a position at PNNL and currently have any affiliation with the government of one of these countries you will be required to disclose this information and recuse yourself of that affiliation or receive approval from DOE and Battelle prior to your first day of employment.
On occasion, foreign travel may be required. Hazards associated with foreign travel safety and security will apply.
The incumbent will be expected to work flexible hours to accommodate time zone differences associated with the location of programmatic event participants.
Directorate: National Security
Job Category: Managers
Group: Operational Readiness & Assura
Opening Date: 2021-04-06
Closing Date: 2021-04-21