Senior Administrative Assistant - Brookhaven National Laboratory

The Accelerator Science & Technology Department has an opening for a Division Administrator supporting the Superconducting Magnet Division Director. In this role, you will perform a wide variety of complex administrative, operations, and project management responsibilities.  As the Division Administrator, you will be the point of contact for a diverse and international internal and external population. 

Essential Duties and Responsibilities: 

• Lead the on-going development and implementation of streamlined administrative processes for the Superconducting Magnet Division and work with the director to continue work on the development and reporting of management metrics. 

• Provide administrative support for labor management, project management and business planning for the Superconducting Magnet Division. 

• Proactively alert management of issues that arise in project spending. 

• Support management by providing financial support in consolidating and collecting data for annual business plans. 

• Aid managers and project leads in tracking project data and obtaining historical data to develop future project proposals. 

• Utilize tools to aid managers, supervisors and project leads in tracking labor and milestones 

• Perform administrative activities, including travel authorizations and reservations, expense reports, managing calendars, planning and organizing meetings, conferences, and workshops, meeting and greeting visitors, tracking training, initiating job requisitions and purchase orders, and handling on-boarding of new hires for the Superconducting Magnet Division and the Accelerator Science & Technologies Department as needed. 

• Perform other administrative activities as needed (e.g., help to prepare technical proposals and documents, help to develop and maintain a SharePoint site, assist to enhance content on the Superconducting Magnet Division website, participate in operations planning, track and analyze departmental financial reports). 

• Set individual short- and long-range goals and also goals for the department in the areas of process improvement and operations planning. Identify areas for improvement, set goals to address and track progress. Apply independent judgment, within policies and standards, to plan projects and administer processes. 

• Upon own initiative and without specific direction, identifies, investigates and resolves matters of significance on behalf of management. 

Required Knowledge, Skills, and Abilities: 

• Ten (10) years of experience in relevant office management and administrative work which provides evidence of the knowledge, skills, and abilities necessary to successfully perform the duties of the position. 

• Bachelor’s degree in a business field with coursework, or training, specifically related to the position requirements may offset qualifying experience on a basis of 2:1 (experience: college) years. 

• Skills and abilities to include time management and multi-tasking; organization and planning; verbal and written communication; information gathering and monitoring; problem analysis and problem solving; judgment and decision-making ability; and initiative. 

• Ability to work under pressure to handle routine and non-routine administrative matters in accordance with established procedures and guidelines.  

• Ability to interact at all levels throughout the Laboratory and collaborate effectively in a diverse team setting with the Lab environment.  

• Must be discrete and be able to maintain confidentiality.  

• Highly proficient in Microsoft Office Suite and SharePoint 

• Experience with financial and HR applications (e.g., Peoplesoft) 

• Ability to develop a strong network within BNL and with our laboratory partners in DOE and industry 

• Able to work with multiple organizations across the lab including HR, procurement, facilities and a large, diverse, and international employee and guest population 

Preferred Knowledge, Skills, and Abilities: 

• Knowledge of BNL policies, practices, and administrative procedures, PeopleSoft Financials, or similar HRIS/Financial Management systems.  

• Experience working in collaborative space such as Microsoft SharePoint, OneNote, and Teams.  

• Extensive experience in managing projects, execution, and process improvement. 

• Project management training and experience highly preferred 

Other Information:

• Brookhaven National Laboratory is committed to providing fair, equitable and competitive compensation. The full salary range for this position is $74000 – $85000 / year. Salary offers will be commensurate with the final candidate’s qualifications, education and experience and considered with the internal peer group.
• This position is not eligible for visa sponsorship