Senior Administrative Services Assistant - Brookhaven National Laboratory

BNL Physics Department is engaged in theoretical and experimental research in advancement of our knowledge of particle and nuclear physics for the mission of DOE Office of Science.  We are leading the design, construction, upgrade and operations of the particle and nuclear physics experiments at BNL as well as in other labs. We carry out extensive detector R&D, software and computing development.  We support the users from U.S. and international institutions to participate in the particle and nuclear physics experiments, programs and projects hosted at BNL and participate ourselves in U.S. and international scientific collaborations around the world.

Astrophysics and Cosmology Group in the Physics Department leads cutting edge research in cosmology and has contributed to major DOE efforts including Baryon Oscillations Spectroscopic Survey, the Dark Energy Survey and the development Vera Rubin Observatory. In addition to our work in Dark Energy, we are the lead laboratory for the related LuSEE-Night project, a collaborative effort between the DOE and the National Aeronautics and Space Administration (NASA).

The Directorate Chief Operations Office (DCOO) supports the operations at the Physics department as well as the entire institution. Managing and monitoring operations and institutional changes, the role typically gets special projects to implement in the organization requiring organized and agile staff. 

The Physics Department has an opening for an Administrative Services Assistant to perform complex administrative functions in support of the DCOO, Astrophysics & Cosmology Group and activities of other Physics Department groups as needed. This position has a high level of interaction with an international and multicultural scientific community.

Essential Duties and Responsibilities:

• Assist the DCOO, Astrophysics & Cosmology group, and other Physics Department groups as needed in the execution of all administrative office practices, policies, and procedures.
• Handle inquiries and administrative activities of a routine matter; operate independently, regularly exercise discretion and judgment, and respond to complex issues.
• Prepare foreign and domestic travel arrangements and itineraries.
• Prepare documentation for contracts between national laboratories and assist in their processing through the approval system.
• Assist in procuring laboratory and computer equipment.
• Coordinate, plan, and organize workshops, reviews, and meetings.
• Coordinate guests and visitors through the BNL Guest Information System (GIS).
• Prepare, monitor, and track foreign and domestic Extended Personnel Assignments (EPAs) and process monthly Cost of Living Adjustment (COLA) payments.
• Maintain publications through the BNL Publication system.
• Provide support for the preparation of reports and documents (e.g., data collection, presentations, written correspondence, etc.).
• Coordinate, plan, and set priorities in assigned areas.
• Communicate effectively with a diverse staff at BNL and those not physically stationed at BNL.
• Order supplies, equipment, furnishings, and regularly process procurements.

Required Knowledge, Skills, and Abilities:

• Six (6) years of full-time relevant office administration experience.
• An Associate or Bachelor degree in a business field with related coursework, or training, may offset qualifying experience on a basis of 2:1 (experience: college).
• Experience in arranging foreign and domestic travel.
• Proficiency in Microsoft suite of tools including Word, Excel, Outlook, and PowerPoint.
• Knowledge of video conferencing tools, such as Zoom and MS Teams, and the ability to facilitate virtual meetings and conferences.
• Clear and concise written and oral communication, interpersonal and organizational skills; keen attention to detail.
• Able to adhere to deadlines, balance priorities, and multi-task. 
• Able to work independently within established procedures and guidelines, as well as function effectively as a team member.
• Demonstrated competence in performing complex administrative skills.
• Adaptable to changes in project requirements and role needs.
• Using Teams and SharePoint to organize and manage projects and status.
• Ability to work in a safety-driven organization and follow proper procedures. 
• Ability to lift 30 pounds, climb ladders, push a loaded cart to support office spaces and conference activities.
• Valid driver’s license needed to travel between buildings on a secure site

Preferred Knowledge, Skills, and Abilities:

• At least eight years of experience in substantive and relevant administrative, secretarial, clerical, or other responsible work.
• Experience working within a large, geographically distributed organization, preferably in a project, scientific, technical, or basic research environment.
• Proficiency with Human Resource/Financial Management systems such as PeopleSoft or Workday.
• Microsoft Power Automate and/or Power BI experience.
• Experience with AI tools like Copilot, Gemini, and ChatGPT to increase productivity.
• Project management experience with use of Agile, Scrum, Kanban or similar frameworks. 
• Experience in doing administrative work for a management executive.
• Experience in space management and coordination of physical spaces and their preparation with such tasks as assigning and allocating space, as well as coordinating moves and construction.
• Experience in organizational safety program implementation or monitoring.
• Adaptable to changes in project requirements and role needs."

Environmental, Health & Safety Requirements:

• Ability to lift 30 pounds, climb ladders, and push a loaded cart.

OTHER INFORMATION: (add if applicable)

• This is an onsite position eligible for consideration of flexible work arrangement (hybrid telework) at the discretion of the manager/dept chair. Some domestic travel may be needed to support the role when required.

Valid driver’s license needed to travel between buildings on a secure site

• Brookhaven National Laboratory is committed to providing fair, equitable and competitive compensation. This is a multi-level role and the full salary range for this position is $65000 - $76000 / year. You will be placed at the level and salary commensurate with your experience.  Salary offers will be commensurate with the final candidate’s qualification, education and experience and considered with the internal peer group.