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Administrative Assistant

Job ID 3804 Date posted 05/25/2023

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 mission of the Nuclear and Particle Physics Software (NPPS) Group within the Physics Department is to consolidate and coordinate software efforts across the Department, serving the software needs of the experiments, leveraging opportunities for sharing work and expertise through common projects, developing collaborative projects within the lab (e.g. with the Computational Science Initiative) and with the wider community, and integrating a vision for software in the strategic planning of the Department. The group will have 20-25 members initially, involved in a variety of experiments and projects at BNL and offsite, including a substantial contingent at CERN in Geneva, Switzerland (ATLAS), and a significant presence at KEK in Japan (Belle II).  The Omega Group in the Physics Department at BNL focuses on the ATLAS experiment at CERN in Geneva, Switzerland with a strong physics program, major responsibilities in the operation of the ATLAS detector, and leading roles in the ATLAS HL-LHC upgrade project.

Position Description

The Physics Department has an opening for an Administrative Assistant to perform highly complex administrative functions in support of the NPPS and Omega group activities, and potentially other Physics Department groups as needed.  Reporting to the NPPS Group Leader, you will provide administrative support for the NPPS as well as partnering with the primary Omega Group admin in supporting that group as well. This position has a high level of interaction with an international and multicultural scientific community.

Essential Duties and Responsibilities:

  • Assist the NPPS and Omega Group Leaders in the coordination and direction of all administrative office practices, policies, and procedures
  • Handle inquiries and administrative activities of a routine matter; operate independently, regularly exercise discretion and judgement, and respond to complex issues
  • Interact as liaison between the NPPS and Omega Groups, the Physics Department, the Laboratory, and outside institutions
  • Prepare foreign and domestic travel arrangements and itineraries
  • Coordinate, plan and organize workshops, reviews, and meetings.  Attend meetings and record minutes, as necessary
  • 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 to the preparation of reports and documents (e.g., data collection, presentations, written correspondence, etc.)
  • Coordinate, plan and set priorities in assigned area
  • Provide administrative support to other Physics Department groups, as needed

Position Requirements

Required Knowledge, Skills, and Abilities:

  • At least 8 years of full-time, progressively responsible experience in substantive and relevant administrative work
  • an Associates or Bachelor degree in a business field with coursework, or training, specifically related to the position requirements, may offset qualifying experience of 2:1 years (college:experience)
  • Highly proficient in Microsoft Office Suite, with some knowledge in SharePoint 
  • Proficiency Human Resource / Financial Management systems such as PeopleSoft or WorkDay
  • Extensive experience in arranging both foreign and domestic travel
  • Demonstrated time management, solid organization skills, and ability to multi-task all independently and with attention to detail
  • Demonstrated clear and concise  oral and written communication skills
  • Solid problem solving, judgment and decision-making skills

Preferred Knowledge, Skills, and Abilities:

  • Experience working in a scientific or technical environment


  • This is a fully onsite position located at BNL.

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 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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