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Administrative Assistant

Job ID 3799 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 Collider-Accelerator Department (C-AD) is to operate, maintain, improve, and upgrade the suite of electron, proton, and heavy ion accelerators used to carry out a program of accelerator-based experiments at Brookhaven National Laboratory (BNL). To support this program, the C-AD must design, fabricate, assemble, test, install, and operate unique research equipment to generate, transport, transfer, accelerate, focus, track, collide, and absorb high intensity particle beams up to energies of 250 GeV.  This includes a combination of custom designed and built parts and vendor produced components developed by a collaboration of the C-AD scientific, engineering, and technical staff. The C-AD supports an international user community of over 1,500 scientists. The C-AD performs all these functions in an environmentally-responsible and safe manner, under a rigorous conduct of operations approach.

Position Description

The Collider-Accelerator Department has an opening for an Administrative Assistant to support the Environmental, Safety, Security, Health & Quality (ESSHQ) Division, and will report to the C-AD Administrative Support Group Leader. In this role, you will perform a variety of complex and time-sensitive administrative tasks requiring independence, resourcefulness, superior follow-up and communication skills, and a high degree of professionalism. This position has a high level of interaction with an international and multicultural scientific community.

Essential Duties and Responsibilities:

  • Provide all phases of administrative support to the ESSHQ Division Head and Facility Security admin, and other groups in the department as needed
  • Prepare foreign and domestic travel, including travel authorizations and expense reports
  • Process purchase orders for office supplies, furniture, training, and other necessary purchases for the ESSHQ Division
  • Onboard new hires including office set up, relocation and travel arrangements, on-site arrival
  • Route documents and obtain signatures in DocuSign, Adobe, and e-file on SharePoint
  • Schedule meetings and seminars through Microsoft Outlook, Teams, and Zoom
  • Enter, track, and close action items in the Integrated Operational Performance System (IOPS)
  • Edit ESSHQ Division website using MS Expressions working with staff to verify content for accuracy and updating information
  • Assign keys and badge permissions in the Honeywell Security System for guests and employees to gain access to C-AD facilities
  • Assist the Facility Security Group by tracking assets during weekly safety inspections
  • Provide administrative support during departmental reviews
  • Serve on the C-AD SharePoint/Website Committee to routinely review all sites for updates

Position Requirements

Required Knowledge, Skills, and Abilities:

  • 8 years of full-time, progressively responsible experience in substantive and relevant administrative work
  • 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)
  • Experience in writing/editing documents for proper grammar and adhering to version control processes
  • Computing proficiency to include Microsoft Office Suite with advanced proficiency in use of Microsoft Word and Adobe Professional, and experience with SharePoint
  • Ability to work with a multicultural and diverse population at all levels of the organization
  • Demonstrated ability to work independently and exercise personal initiative in identifying and solving problems
  • Clear and concise oral and written communication skills, including the ability to synthesize meaning and intent into clearly written documents

Preferred Knowledge, Skills, and Abilities:

  • Proficient use of Microsoft SharePoint and knowledge of Microsoft Expression Web (or equivalent); experience managing and creating SharePoint sites
  • Experience working with Microsoft Access
  • Experience with, or ability to learn internal Maximo work order system and Honeywell Security Access System
  • Experience working in a scientific or technical organization
  • Experience using DocuSign

Environmental, Health & Safety Requirements:

  • Ability to walk distances more than ¼ mile in order to support departmental personal in various locations within the C-AD complex
  • Ability to lift up to 30lbs


  • Valid Drivers’ license
  • This is an on-site position eligible for consideration of flexible work arrangement (hybrid/telework) at the discretion of the manager/ department chair 

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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