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Administrative Assistant

Job ID JR100874 Date posted 01/29/2024

The Business Services Directorate (BSD) provides high-quality business services to support the Lab's research initiatives by participating in cross-functional teams with a focus on risk mitigation and cost management, which is a critical component to the Lab's success.  Led by the Chief Financial Officer, Brookhaven’s Business Services Directorate includes the Budget Office, Fiscal Services Division, Procurement & Property Management Division, Chief Financial Office, and the Business Operations Offices.  The Directorate manages a broad range of financial activities, including the planning and implementation of the Lab’s fiscal matters and its approximately $700 million annual budget.

The mission of the Budget Office is to provide the Laboratory an efficient, cost-effective, and mission focused environment in which to accept funding and control costs within a total operating budget.  The Budget Office ensures the laboratory’s financial policies, budget allocations, and distribution of costs maximizes mission performance.  The responsibilities for this office include:

  • Recommend and implement financial policy for the laboratory.

  • Insure the proper distribution of costs in support of the missions of the laboratory.

  • Interpret and implement Cost Accounting Standards (CAS).

  • Prepare BNL’s CAS Disclosure Statement and ensure compliance with it.

  • Develop and implement all indirect rates.

  • Review and approve all standard rates and oversee for proper distribution.

  • Receive and disburse all funds coming into the laboratory.

  • Oversee execution of the Laboratory’s budget and funds control.

  • Provide AD-Hoc, Classroom, and On-line Training.

  • Budget formulation, planning and reporting in support of management decision making.

  • Budget Systems development, maintenance and support.

The Business Services Directorate (BSD) has an opening for an Administrative Assistant (A4) to the Budget Office reporting to the BSD Administrative Group Leader. The position is for a highly skilled and motivated individual contributor to the Budget Officer and Budget Office Staff. 

Essential Duties and Responsibilities:

  • Primary responsibilities for this position are to perform complex and recurring administrative tasks.

  • Generate, edit and distribution of documents and correspondence to internal and external stakeholders.

  • Coordinate and implement the retention and filing of electronic and manual records/documents. 

  • Maintain the office supplies and copy machines maintenance. 

  • Convey information, schedule activities and relay messages to Budget Officer and Budget Office staff.  

  • Provide support for distributing funding guidance for signatures and processing to DOE. 

  • Prepare calendars and documents for annual budget submission.

  • Update web page as needed and maintain share point site. 

  • Provide support for all monthly reporting.

  • Knowledge of BNL Policies and Procedures related to budget office responsibilities.

  • Maintain all Budget Office Calendars and coordinate and schedule meetings using Zoom, Teams, and Outlook.

Required Knowledge, Skills, and Abilities:

  • At least eight (8) years of experience, showing progressively more complex responsibilities in a relevant administrative role. (A bachelor’s degree in a business-related discipline, may offset qualifying experience on a basis of 2:1 (experience: college), as would an associate degree with a minimum of two years related experience.)

  • Proficient in web-based tools and all Microsoft applications

  • Be able to handle non-routine office matters

  • Must be highly efficient, well organized and have problem solving skills

  • Excellent verbal and written communication skills

  • Can work independently and prioritize workload

  • Handle multiple and parallel projects

  • Ability to identify and resolve issues encountered within own area of responsibility, act proactively to develop solutions and provide recommendations to avoid problems.

  • Proficient in Microsoft Office software products; DocuSign, Adobe Professional.

  • Advanced oral and written communication skills; and attention to detail.

  • Excellent organizational skills.

  • Excellent interpersonal skills; collaborative, team-orientation.

  • Ability to exercise a considerable degree of initiative and judgment in a very complex budget and administrative environment and function.

  • Proficiency with Excel, PowerPoint, Outlook and other MS Office products required as well as Enterprise Resource Planning and systems.

  • Agility with emerging technologies.

  • Ability to handle deadlines and pressure situations.

  • Professional and confidential manner.

Preferred Knowledge, Skills, and Abilities:

  • Familiarity with Peoplesoft Financials and Human Resources Systems.

Compensation:

Brookhaven Laboratory is committed to providing fair, equitable, and competitive compensation. The full salary range for this position is $66,350 - $90,450 / year. Salary offers will be commensurate with the final candidate’s qualification, education, and experience and considered with the internal peer group.

Other Information:

  • This position is eligible for telecommuting.

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: https://www.directives.doe.gov/directives-documents/400-series/0486.1-BOrder-a/@@images/file

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