Administrative Assistant

Brookhaven National Laboratory; Upton (NY); On-site; USD 79,000 - 89,000; Full time

Benefits offered by this job

Overtime pay

On-site in Upton

Job summary

Brookhaven National Laboratory (BNL) is seeking an organized Administrative Assistant to support the Computing and Data Sciences Directorate. This role requires handling multiple priorities, coordinating calendars, travel, procurement, and visits with minimal supervision.

The ideal candidate brings strong organizational skills, sound judgment, and the ability to interact with senior management, collaborators, and visitors in a fast-paced environment.

Qualifications

• Office administration training plus eight years of relevant experience.
• Associates or Bachelor's degree may offset 2:1 experience.
• Ability to perform complex administrative functions with minimal supervision.
• Strong organizational, planning, and prioritization skills.
• Excellent written and verbal communication abilities.
• Ability to manage multiple priorities in a dynamic environment.
• Maintains confidentiality and exercises sound judgement.

Responsibilities

• Provide comprehensive administrative support to management and department personnel.
• Manage complex calendars, schedule meetings, coordinate agendas, and arrange meeting logistics.
• Coordinate domestic and international travel arrangements and process travel reimbursements.
• Process invoices, expense reports, and other financial documentation using Laboratory business systems.
• Coordinate contract, procurement, and vendor documentation, visitor and guest appointments for site access, workshops, conferences, seminars, and events.
• Process and manage departmental purchases through multiple procurement channels, ensuring compliance with Laboratory policies.
• Exercise professionalism and discretion when handling sensitive matters.

Skills

Office administration

8+ years experience

Communication skills

Education

Associates or Bachelor's degree offset experience

Tools

Outlook

Workday

Teams

SharePoint

eBuy/ePro

Job description

Brookhaven National Laboratory (BNL) is seeking an organized and detail-oriented Administrative Assistant to support the Computing and Data Sciences Directorate. This position works with minimal supervision,managesmultipleprioritiessimultaneously,andinteractsregularlywithinternalandexternal stakeholders, including senior management, collaborators and visitors.

Theidealcandidatewilldemonstratestrongorganizationalskills,soundjudgment,andtheabilityto manage multiple priorities in a fast-paced, service-oriented environment.

EssentialDutiesandResponsibilities:

• Providecomprehensiveadministrativesupporttomanagementanddepartmentpersonnel.
• Managecomplexcalendars,schedulemeetings,coordinateagendas,andarrangemeeting logistics.
• Coordinatedomesticandinternationaltravelarrangementsandprocesstravel reimbursement.
• Processinvoices,expensereports,andotherfinancialdocumentationusingLaboratory business systems.
• Coordinatecontract,procurement,andvendordocumentation, visitorandguestappointmentsforsite access, workshops,conferences,seminars,andspecial events as required.
• Process and manage departmental purchases through multiple procurement channels, includingcreditcardtransactions,eBuy,ePro,picktickets,andpurchaseorders,ensuring compliance with Laboratory policies and procedures.
• Exercise,professionalism,anddiscretionwhenhandlingsensitive matters.

RequiredKnowledge,Skills,andAbilities:

• Someformofofficeadministrationtraining,pluseightyearsofexperiencein substantive and relevant administrative, secretarial, clerical, or other responsible work which provides evidence of the knowledge, skills, and abilities necessary to successfully perform the duties of the position.
• AnAssociatesorBachelor'sdegreemay offset qualifying experience of 2:1 (experience: college) years.
• Demonstratedabilitytoperformcomplexadministrativefunctionswithminimalsupervision.
• Strongorganizational,planning,andprioritizationskills.
• Excellentwrittenandverbalcommunicationskills.
• Abilitytomanagemultiplecompetingprioritiesinadynamicenvironment.
• Strongattentiontodetailandcommitmenttoaccuracy.
• Abilitytomaintainconfidentialityandexercisesoundjudgment.
• Abilitytoestablishandmaintainproductiveworkingrelationshipsacrossallorganizational levels.
• Demonstrated commitment to working safely, acting ethically, and taking personal accountability for operational excellence

PreferredKnowledge,Skills,andAbilities:

• FamiliaritywithBNLsystems,policies,andprocedures
• Experiencecoordinatingmeetings,travel,events,andadministrativeprocesses.
• AdvancedproficiencywithMicrosoftOfficeSuite,includingOutlook,Workday,Teams, Video Conferencing Software and SharePoint.

Additional Information:

• Workers in this job classificationare eligible to receive overtime pay.
• Position will be on-site in Upton, NY.
• Brookhaven National Laboratory is committed to providing fair, equitable and competitive compensation. The full salary range for this position is $78883 - 89167 / 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 is committed to employee success and we believe that a comprehensive employee benefits program is an important and meaningful part of the compensation employees receive. Review more information at BNL | Benefits Program

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

As a U.S. Department of Energy laboratory, Brookhaven National Laboratory requires employees to obtain and maintain a DOE Uncleared Personal Identity Verification (UPIV) credential in accordance with Homeland Security Presidential Directive 12 (HSPD-12) requirements. The credentialing process is completed as part of onboarding and enables access to DOE facilities and information systems. As a condition of employment, the selected candidate must be able to obtain and maintain a UPIV credential. These requirements are established under DOE Order 206.2 Chg. 2, Identity, Credential, and Access Management (ICAM- Identity, Credential, and Access Management (ICAM)) , and DOE Order 473.1A- Physical Protection Program.

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