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Administrative Assistant Environmental Protection Division

Job ID 3245 Date posted 06/06/2022

Brookhaven National Laboratory ( 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. Our organization fully supports service members transitioning from active duty to civilian life and pledge’s our commitment to actively hire veterans of the U.S. Armed Forces. Military personnel who have been formally trained or have relevant experience obtained while in service may meet educational requirements and are encouraged to apply for job opportunities at BSA.

Organizational Overview

The Environmental Compliance Group is part of the BNL Environmental Protection Division (EPD). The group’s mission is to ensure that the Laboratory operates effectively while meeting regulatory requirements of numerous environmental laws including National Environmental Policy Act, multiple cultural resource laws, Clean Air Act, Clean Water Act, Safe Drinking Water Act, Federal Insecticide, Fungicide, and Rodenticide Act, RCRA, and Department of Energy monitoring and reporting requirements. The group interfaces with a broad spectrum of regulatory agencies and Laboratory line organizations to collect, review, and report environmental data to DOE and regulatory agencies as well as promote sustainable business principles across the Laboratory. The group is responsible for preparing several reports including the annual Environmental Monitoring Plan, the annual Site Environmental Report, and the annual Consumer Confidence Report.

Position Description

Under minimum supervision, perform complex and diverse administrative functions in support of the Environmental Compliance Section manager and staff. The ideal candidate will be a fully engaged self-starter, able to work independently while managing evolving and often simultaneously competing tasks and priorities with minimal supervision and a high level of professionalism, discretion, and initiative. As an integral member of the division, the incumbent must be a team player, liaison to business and operations divisions, and a knowledgeable resource to the members of the Division. This position requires a solution-oriented critical thinker that is organized and possesses sound judgment and decision-making skills and be able to work in a diverse environment.

The primary responsibilities of this position are to assist Environmental Compliance Subject Matter Experts with the timely submittal of regulatory documents, official communications between EPD and the Brookhaven Site Office and/or regulatory agencies. The selected individual will be responsible for working with the EPD Division Manager to coordinate the publication of the EPD Business Plan and tracking deliverables in the Lab’s Integrated Operational Performance System (IOPS). The individual will also be responsible for routine purchasing, travel, records management, and participate in routine meetings. Individual may also take on coordination of special events such as Annual Earth Day celebrations.

Essential Duties and Responsibilities:

  • Prepare concurrence routing sheets, final transmittal of regulatory documents and ensure timely transmittal to BHSO and/or regulatory agencies. Maintain documents in accordance with retention requirements.
  • Administer IOPS for EPD’s Assessments, Events, and Corrective Actions, and annual Business Plan deliverables. Input data into the IOPS integrated web-based application. Ensure responsible persons complete their assigned tasks on time and provide objective evidence for event closeout statements.
  • Provide document control for the Division’s Standard Operating Procedures (SOP). Ensure SOPs are reviewed and updated in a timely manner and post the latest version online.
  • Processing of Environmental Compliance Staff’s domestic and foreign travel authorizations and expense reports, purchasing inventory from stock, and completing purchase orders.
  • Manage webpages, update content, format page layouts as needed, and ensure links are functional.
  • Handle HR related matters associated with hiring staff, entering data into Talent Acquisition Management System (TAMS)

Position Requirements

Required Knowledge, Skills, and Abilities:

  • Demonstrated excellence with 6 or more years experience in administrative skills, secretarial, clerical, and responsive work.
  • Bachelor’s degree in a related field may offset qualifying experience on a 2:1 basis (experience: college) years.
  • Excellent organization, time management, and communication skills
  • Ability to maintain confidentiality
  • Ability to operate independently, regularly exercising discretion, judgment, decision making and problem-solving skills when responding to complex issues
  • Proficient in Microsoft Office Suite,
  • Self-motivated, resourceful, organized, and will take ownership of all assigned work
  • Ability to work independently, prioritize and effectively manage one’s own time to deliver results and meet deadlines

Preferred Knowledge, Skills, and Abilities:

  • PeopleSoft HR/Financials, or similar HRIS/Financial Management systems, Integrated Operational Performance System (IOPS), and electronic processes
  • Experience working within a Support Organization
  • Knowledge of BNL policies and procedures
  • Experience processing travel and expense reports
  • Experience working in a scientific or technical environment

Environmental, Health & Safety Requirements:

  • Ability to operate copier/scanning machine, lift 30 pounds, file documents

At Brookhaven National Laboratory we believe that a comprehensive employee benefits program is an important and meaningful part of the compensation employees receive.  Our benefits program includes, but is not limited to:

  • Medical, Dental, and Vision Care Plans;
  • Flexible Spending Accounts;
  • Paid Time-off and Leave Programs (vacation, holidays, sick leave, paid parental leave);
  • Lab-funded Retirement Plan;
  • 401(k) Plan;
  • Flexible Work Arrangements;
  • Tuition Assistance, Training and Professional Development Programs
  • Employee Fitness/Wellness & Recreation:  Gym/Basketball Courts, Weight Room, Fitness Classes, Indoor Pool, Tennis Courts, Sports Clubs/Activities (Basketball, Ping Pong, Softball, Tennis)

Brookhaven Science Associates requires proof of a COVID-19 vaccination for all employees. Proof of full vaccination as recognized by the CDC and/or WHO, inclusive of the two-week waiting period, is required at the start of your employment.

Brookhaven National Laboratory (BNL) is an equal opportunity employer that values inclusion and diversity at our Lab. We are committed to ensuring that all qualified applicants receive consideration for employment and will not be discriminated against on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, status as a veteran, disability or any other federal, state or local protected class.

BNL takes affirmative action in support of its policy and to advance in employment individuals who are minorities, women, protected veterans, and individuals with disabilities. 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

Brookhaven 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:

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