Principal Administrative Coordinator - Richland, United States - Pacific Northwest National Laboratory

Pacific Northwest National Laboratory Richland, United States

3 weeks ago

Description

Responsibilities

Performs administrative and office support activities. Duties may include managing schedules, emails, and travel, fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, and filing. More specific duties depending on discipline may also include development of required documentation and fielding questions from internal or external stakeholders.

This position will serve as an OSD Division Director's business partner and right-hand, ensuring organizational commitments are met by prioritizing and expediting the flow of work through the office. This person must have the ability to act independently and with extraordinary maturity of judgment and confidentiality, in analyzing communications flow (oral, written, electronic, etc.) or situational events and in taking appropriate actions as required. Additionally, must respond with flexibility to shifting priorities and rapid change, maintain composure under stress, and work effectively with others. Will be a leader, detail-oriented, friendly, approachable, professional, and organized. Partnering with the OSD Executive Assistant, this position will also be back-up support to the OSD Associate Laboratory Director.

Independently handles routine-to-complex business issues of an administrative nature; demonstrates sound judgment and follow-through with attention to detail in advisement and monitoring of organizational activities and coordinating activities across the organization. Must possess the ability to recognize and adhere to diverse requirements, meet critical deadlines and work to resolve issues in a timely manner.

Responds to a variety of inquiries from both internal and external sources, on behalf of the organization.

Expertly manages schedules and calendars of management, effectively anticipating needs of the manager(s), staff, and organization. Assembles, researches, and abstracts information in advance in preparation for trips, meetings, reports, and presentations.

Guides the workflow of the manager(s) by prioritizing and engaging others, as necessary, to ensure task completion.

Monitors and triages email on behalf of management; will routinely draft e-mail and correspondence and sends on behalf of manager.

Manages logistics for visitors which may include tours, meetings, visits, workshops, or candidate interviews at PNNL. These may be in-person or virtual.

Identifies and makes recommendations to resolve administrative issues/processes affecting the organizational unit and teams to develop solutions.

May lead administrative teams to assure the administrative resources within the organization are maximized and to ensure that administrative processes and requirements are being adhered to.

Will provide training and guidance to less senior or new staff when necessary.

Qualifications

Minimum Qualifications:

High school diploma/GED and 12 years of relevant experience in an administrative environment -OR-

AA degree or higher and 10 years of relevant experience in an administrative environment.

Experience in planning meetings and coordinating travel

Preferred Qualifications:

Experience supporting at a Director or Executive level manager strongly preferred.

Excellent written and verbal communication skills.

Communicates effectively with a diverse population, including high level managers and clients.

Maintains autonomous oversight of various processes and procedures.

Extensive working knowledge of departmental and company policies, procedures and practices.

Routinely provides process improvements.

Demonstrated ability to multi-task, prioritize and organize work under tight deadlines and changing priorities.

Assists and/or leads Administrative meetings.

Provides suggestions for Directorate or Group practices and policies.

Uses experience and good judgment to take initiative in facilitating programs, policies and procedures.

Acts as a liaison for his or her manager in the coordination of business activities.

Deals professionally with sensitive and confidential matters and materials.

Manages day-to-day administrative processes associated with office and team coordination with little to no supervisory input.

Often is required to recommend process improvements and innovations for the Directorate or Group.

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.

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

Demonstrate proficient use of MS Office Suite, including Outlook, PowerPoint, Word, and Excel.

Strong ability to prepare, proofread and edit written correspondence and documents.

Capability to process a high volume of standard forms, including awards, purchase requisitions, expense reimbursement, and personnel requisitions.

Proficiency coordinating complex travel for employees and visitors.

Additional Information

Not Applicable.

Testing Designated Position

This is not a Testing Designated Position (TDP).

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