Administrative Coordinator

At PNNL, our core capabilities are divided among major departments called Directorates, each focused on a specific area of scientific research or function. The National Security Directorate (NSD) drives science-based, mission-focused solutions to address complex, real-world threats. The Physical Detection Systems and Deployment Division, part of NSD, delivers policy-informed technology solutions by removing barriers to real-world implementation, transitioning technology from development to deployment. Our expertise supports tools and technologies combating threats in over 100 countries globally.

We are seeking a motivated, organized, and customer-focused Administrative Coordinator to join the Operational Readiness Group within the Physical Detection Systems and Deployment (PDSD) Division of the National Security Directorate. This role supports the U.S. Department of State (DOS) Bureau of Arms Control and Nonproliferation (ACN), which prevents the proliferation of weapons of mass destruction and related technologies. DOS relies on PNNL to design and implement international threat reduction activities, including training, workshops, scientific exchanges, assessments, and overseas consultations.

Responsibilities

• Provide comprehensive administrative and operational support to Program Managers and staff, managing a wide range of responsibilities to ensure efficient operations, exceptional customer service, and successful program execution.
• Coordinate travel arrangements for Program staff and prepare and reconcile Travel Expense Reports following established procedures.
• Manage calendars for Project Managers, Principal Investigators, and key staff, anticipating scheduling needs and resolving conflicts.
• Serve as a point of contact for coordinating visitor logistics and hosting requirements, communicating clearly with internal teams.
• Process P-card purchases and coordinate procurement of hardware and supplies via B2B following established procedures.
• Assist Project Managers and Logistics Coordinators with preparing event files for printing.
• Maintain program files, records, and correspondence in accordance with project and quality assurance requirements.
• Provide clear and succinct verbal and written communications, including editing or drafting content as requested by Project Managers and Principal Investigators.
• Provide guidance and support to other team members on administrative processes and procedures as needed.
• Carry out additional responsibilities in support of project objectives as assigned.

This position is based in Richland, WA and requires an onsite presence Monday through Thursday, with Friday as required by business needs.

Requirements

Minimum Qualifications:

• High school diploma/GED and 6 years of relevant experience in an administrative environment or an AA degree or higher and 4 years of relevant experience in an administrative environment.

Preferred Qualifications:

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, SharePoint, OneNote, Teams), including formatting presentations and documents.
• Experience coordinating travel itineraries, including familiarity with federal travel requirements.
• Ability to manage large volumes of email with speed and accuracy in a program with extensive travel activity.
• Familiarity with PNNL internal software and lab business systems (e.g., PeopleSoft, HPRM, B2B, EXPENSE, PCardPro).
• Experience managing P-card purchases and processing procurement requests within established procedures.
• Ability to manage and prioritize multiple tasks with limited supervision in a dynamic team environment.
• Strong written and oral communication skills, including editing and drafting content for the team.
• Discretion in handling sensitive or confidential program information, escalating issues to supervisors as appropriate.
• Experience working in a customer-service-oriented team environment.
• Demonstrated ability to handle sensitive or confidential information in a security-focused environment.

Additional Information

This position involves access to sensitive systems and information, and U.S. Citizenship is required. PNNL is subject to the Department of Energy Unclassified Foreign Visits & Assignments Program site, information, technologies, and equipment access requirements. This is not a Testing Designated Position (TDP).

For Foreign National Candidates: If you have not resided in the U.S. for three consecutive years, you are not eligible for the HSPD-12 PIV credential and must obtain a favorable Local Site Specific Only (LSSO) Federal risk determination to maintain employment. After meeting the three-year residency requirement, you will be required to obtain a PIV credential.

The Department of Energy (DOE) prohibits DOE employees and contractors from having any affiliation with the government of a country DOE has identified as a “country of risk” without explicit approval. If you are offered this position and currently have such an affiliation, you must disclose it and recuse yourself or receive approval prior to employment.

Benefits

• Medical, dental, and vision insurance, including robust telehealth care options and mental health benefits.
• Free wellness coaching, health savings account, and flexible spending accounts.
• Basic life insurance and disability insurance.
• Employee assistance program and business travel insurance.
• Tuition assistance, relocation, backup childcare, legal benefits, and supplemental parental bonding leave.
• Surrogacy and adoption assistance, and fertility support.
• Company-funded pension plan and 401(k) savings plan with company match.
• Up to 120 vacation hours per year and ten paid holidays per year (Research Associates excluded).

All benefits are dependent upon eligibility.