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Administrative Assistant

Job ID JR100873 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 Procurement and Property Management (PPM) Division is to provide support for purchasing services, materials, equipment, and supplies for Brookhaven National Laboratory operations and programs. Procurement and Property Management Division does the following:

  • Provides internal customers with quality products and services in a timely manner at the lowest cost of ownership, i.e., "best value", using best commercial practices.

  • Supports the Laboratory's socioeconomic programs by using reliable small, small disadvantaged, women-owned, service-disabled veteran owned, and HUB (historically underutilized business) Zone businesses.

  • Ensures that acquisitions are conducted in compliance with the prime contract, applicable statutes, and regulations, and in accordance with the highest ethics and standards.

The Business Services Directorate (BSD) has an opening for an Administrative Assistant (A4) to the Procurement and Property Management Division reporting to the BSD Administrative Group Leader.

Essential Duties and Responsibilities:

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

  • Responsible for assisting PPM management in the coordination and direction of all functional administrative office practices, policies, and procedures.

  • 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 machine maintenance. 

  • Convey information, schedule activities and relay messages to BSD Admin Group Leader, PPM Management and PPM staff. 

  • Knowledge of BNL Policies and Procedures related to PPM division responsibilities.

  • Maintain PPM Office Calendar, SharePoint site, and coordinate and schedule meetings using Zoom, Teams, and Outlook.

  • Responsible for PPM Records Management and assist as the PPM Training Coordinator.

  • Process Domestic Travel for all PPM staff, utilizing Concur and PeopleSoft.

  • Onboard new hires and perform as lead contact for the department.

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 (2) years related experience).

  • Proficient in web-based tools and all Microsoft applications - Outlook, Word, PowerPoint, SharePoint, Excel.

  • Be able to handle non-routine office matters.

  • Must be highly efficient, well organized and have problem solving 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 verbal and written communication skills; and attention to detail.

  • Excellent organizational skills.

  • Excellent interpersonal, collaborative, team-orientation skills

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

  • Agility with emerging technologies.

  • Ability to handle deadlines and pressure situations.

  • Professional and confidential manner.

Preferred Knowledge, Skills, and Abilities:

  • PeopleSoft Financials

  • Workday

  • Concur

  • Maximo

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 available for partial telework with a few days per week onsite (hybrid).

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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