Senior Administrative Services Assistant

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Brookhaven National Laboratory (BNL) was recently chosen as the building site for the Electron-Ion Collider (EIC), a one-of-a-kind nuclear physics research facility.  The EIC will be a discovery machine for unlocking the secrets of the “glue” that binds the building blocks of visible matter in the universe. The machine design is based on the existing and highly optimized RHIC Ion-Ion collider.   It will consist of two intersecting accelerators, one producing an intense beam of electrons, the other a beam of protons or heavier atomic nuclei which are steered into collisions.  Beyond sparking scientific discoveries in a new frontier of fundamental physics, the Electron-Ion Collider will trigger technological breakthroughs that have broad-ranging impact on human health and national challenges.

Position Description

We seek a Senior Administrative Services Assistant to support the Electron-Ion Collider (EIC) Project Support Division, which includes providing support to team scientists, engineers, and other technical staff.  This position is part of an Administrative Support Team working together to support BNL’s new research facility, the Electron-Ion Collider (EIC).

Essential Duties and Responsibilities:

• Schedule meetings through Microsoft Outlook, reserve meeting rooms, arrange virtual meetings and access. Act as meeting moderator/host as required.

• Take minutes/notes and actions for meetings when requested.

• Coordinate domestic and foreign travel, travel authorizations, and expense reports.

• Process payments through PeopleSoft Financials.

• Create SharePoint sites and/or folders in existing sites for meeting materials, reviews, workshops.

• Document review including proofreading, formatting, Table of Contents, Acronynm Tables.

• Coordinate onsite vendor/contractor tours/visits to include Guest Registrations and/or Main Gate Passes.

• Process requisitions for contracts, licenses, supplies.

• File and retrieve documents as needed.

• Support audit documentation requests.

• Other responsibilities as assigned.

Required Knowledge, Skills, and Abilities:

• At least 6 years of experience in substantive and relevant administrative work. Bachelor’s degree in a related field may offset qualifying experience on the basis of 2:1 (experience: college) years.

• Highly proficient in Microsoft Office Suite, with some modest experience in SharePoint.

• Proficient in Financial Management systems such as People Soft Financials or similar.

• Experience in arranging travel.

• Demonstrated time management, solid organization skills, and ability to multi-task independently and with attention to detail.

• Clear and concise oral and written communication skills.

• Proficiency in setting up virtual meetings (e.g. Zoom and/or MS Teams).

• Solid problem solving, judgment and independent decision-making skills.

Preferred Knowledge, Skills, and Abilities:

• Experience being the lead administrative support for a large division or group within an organization.

• Demonstrated experience in arranging large (20+) and/or complex project reviews including, but not limited to, preparing agendas, logistics, travel, room reservations etc.

• Experience working in an engineering, scientific, technical, or project environment.

Environmental, Health & Safety Requirements:

• Ability to operate a copying/scanning machine, lift 15 pounds, and fold and file drawings.

Other Information:

• One year term position which could be extended based on business need.

Brookhaven Laboratory is committed to providing fair, equitable and competitive compensation. The full salary range for this position is $57150- $74283 / year. Salary offers will be commensurate with the final candidate’s qualification, education and experience and considered with the internal peer group.

Brookhaven National Laboratory requires all non-badged personnel including visitors to produce a REAL-ID or REAL-ID compliant documentation to access Brookhaven National Laboratory – view more information at www.bnl.gov/real-id.  This is due to nationwide identification requirements for federal site access as required by the federal REAL ID Act.  Those not in possession of a REAL ID-compliant document will not be permitted to access the site which includes access to the Laboratory for interviews. 

About Us

Brookhaven National Laboratory (www.bnl.gov) delivers discovery science and transformative technology to power and secure the nation’s future. Brookhaven Lab is a multidisciplinary laboratory with seven Nobel Prize-winning discoveries, 37 R&D 100 Awards, and more than 70 years of pioneering research. The Lab is primarily supported by the U.S. Department of Energy’s (DOE) Office of Science. Brookhaven Science Associates (BSA) operates and manages the Laboratory for DOE. BSA is a partnership between Battelle and The Research Foundation for the State University of New York on behalf of Stony Brook University. BSA salutes our veterans and active military members with careers that leverage the skills and unique experience they gained while serving our country, learn more at BNL | Opportunities for Veterans at Brookhaven National Laboratory.

Equal Opportunity/Affirmative Action Employer

Guided by our core values of integrity, responsibility, innovation, respect, and teamwork, Brookhaven Science Associates is an Equal Employment Opportunity Employer-Vets/Disabled. We are committed to fostering a respectful and collaborative environment that fuels scientific discovery. We consider all qualified applicants without regard to any characteristic protected by law. All qualified individuals are encouraged to apply. We ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.  *VEVRAA Federal Contractor

BSA employees are subject to restrictions related to participation in Foreign Government Talent Recruitment Programs, as defined and detailed in United States Department of Energy Order 486.1A. You will be asked to disclose any such participation at the time of hire for review by Brookhaven. The full text of the Order may be found at: https://www.directives.doe.gov/directives-documents/400-series/0486.1-BOrder-a/@@images/file