Senior Administrative Services Assistant - Brookhaven National Laboratory

The National Synchrotron Light Source II is an X-ray light source used by visiting researchers around the world, spanning industry, academia, government, to advance our knowledge in a wide range of scientific disciplines such as life sciences, quantum materials, energy storage, advanced materials science, physics, chemistry, and biology. From batteries and microelectronics to drug design and future quantum computers, NSLS-II enables its growing research community to study materials with nanoscale resolution and exquisite sensitivity by providing cutting-edge capabilities.

The Data Science and Systems Integration (DSSI) Program is a growing Program of about 60 people within NSLS-II with a mission to use modern hardware and software to squeeze the greatest scientific impact out of each X-ray photon.  

POSITION DESCRIPTION

The successful candidate will serve as the administrative point of contact for the Program, handling all administrative functions associated with the DSSI program.  With a high level of independence, they will coordinate all administrative activities for the DSSI team including interactions with other NSLS-II staff, staff from national laboratories, universities, and industry partners.  Such activities will include but are not limited to the coordination of group meetings, assembling proposals, publication processing, and the management and maintenance of the DSSI TEAMS/SharePoint site and maintenance of the documentation of the program.  Administrative Support includes: calendar scheduling & management, travel, procurement, budgeting, and other administrative work including support for occasional periodic reviews and advisory committee meetings. 

Essential Duties and Responsibilities:

• Provide administrative support to the DSSI Program. 
• Manage complex calendars for the DSSI Program Management and other members of the DSSI Program. 
• Attend periodic team meetings, record notes, and follow up on action items.
• Event organization – coordinate and schedule collaboration meetings within the facility, across national laboratories as well as with external partners and universities, either in person or remotely; arrange virtual meetings and access, as needed; coordinate/plan meetings for the program and other directorate level events as necessary.
• Perform administrative reviews (spelling, grammar, formatting, pagination, etc.) on all documents processed (i.e., agendas, annual business plans, etc.). 
• Writing and editing activities to support the compilation and submission of records and documents.   
• Responsible for working with an in-house Document Center for generating and curating documentation of the DSSI program.
• Manage, maintain, and analyze information in the internal and external facing web sites
• Prepare foreign and domestic travel, travel authorizations and expense reports.
• Create and process Web Requisitions.
• Process payments through the Laboratory Financial System. 
• Other tasks as directed by the Program Manager or staff.

POSITION REQUIREMENTS

Required Knowledge, Skills, and Abilities:

• Must demonstrate excellent training in office management and administration with 6 years substantive and relevant administrative or secretarial experience. An associates or bachelor’s degree with coursework, or training, specifically related to the position requirements may offset qualifying experience of 2:1 (experience: college) years.
• Proficiency in Adobe Acrobat and MS Office 365 to include Excel, Outlook, PowerPoint, SharePoint, Teams, and Word.  Proficient in Zoom.
• Basic knowledge of document control and records management.
• Experience in arranging virtual meetings and reviews utilizing Zoom and Microsoft Teams.
• Proven ability to take initiative, work independently and under pressure  to handle routine and non-routine administrative matters in accordance with established procedures and guidelines.
• Excellent organization and communication skills.
• Well-developed interpersonal skills with proven ability to work with a large diverse team.
• Ability to balance, prioritize and effectively manage one’s own time to deliver results and meet deadlines.
• Experience arranging and processing domestic and foreign travel from request to reimbursement.
• Discretion in handling confidential and/or highly sensitive matters.

Preferred Knowledge, Skills, and Abilities:

• Knowledge of BNL policies and procedures.
• A bachelor’s degree in a business field.
• Demonstrated experience using document control systems in SharePoint or other document management/record keeping systems.
• Experience using project management tools such as Asana, Jira or Microsoft Project
• Experience using databases including creation and development of dashboards.
• Advanced administrative editing skills – formatting using Word and Excel.
• Prior experience with PeopleSoft, Workday, PowerBI, and CONCUR

OTHER INFORMATION:

• This is a fully on-site position

Brookhaven 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 $55,800 - $ 95,200 / 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.