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Administrative Services Assistant

Job ID JR100924 Date posted 02/09/2024

BNL’s Nonproliferation and National Security Department (NN) contributes to U.S. nuclear security and safeguards efforts by assisting in the development, analysis and assessment of policies that strengthen international regimes, collecting, and analyzing data to identify trends and threats to the U.S. and international communities, developing and implementing new technologies to address existing and emerging threats, and strengthening the domestic and international institutions that form the framework of the nuclear non-proliferation and nuclear security regimes through training and engagement.

BNL’s Nonproliferation and National Security Department has an opening for an Administrative Services Assistant to provide support to members of the Nonproliferation Policy and Implementation Group (NPI), the Radiation Detection and Emerging Safeguards Technologies Group (RDEST), and the Data-Driven Intelligence and Security Group (DDIS). NPI supports U.S. chemical, biological, radiological, and nuclear (CBRN) nonproliferation initiatives through its international safeguards and security expertise: conducting outreach to partner countries to enhance safeguards and security; recommending policy for the use of safeguards and security best practices; and providing resources and training to strengthen both U.S. and international nonproliferation and security regimes. RDEST develops radiation detection technologies and applications in security, health physics and healthcare and maintains expertise in modeling, design and engineering development, testing, and field deployment of radiation detection systems. The DDIS group aids national security interests by creating techniques that incorporate computer science, data science, cyber security technologies, and intelligence analysis.

The Administrative Services Assistant will assist the Administrative Assistant and other members of the NN Department administrative staff with providing administrative support for workshops and training activities, purchasing supplies, and preparation of travel authorizations and expense reports. This position has a high level of interaction with an international and multicultural scientific community.

Essential Duties and Responsibilities:

  • Preparing, processing, and tracking foreign and domestic travel authorizations and expense reports.

  • Handling accounts payable documents, such as miscellaneous payments and reimbursements

  • Registering department publications with BNL’s Publications Office Database.

  • Processing purchase orders.

  • Purchasing supplies with a BNL Credit Card.

  • Processing visa requests, interfacing with foreign visitors and domestic industry partners

  • Preparing for visits by guest scientists and students

  • Coordinating program review meetings and domestic and international conferences both on and off site.

  • Coordinating and tracking document Review and Release approvals prior to publication submission or public release.

Required Knowledge, Skills, and Abilities:

  • Secretarial or office administration training, plus four years of substantive and relevant administrative, secretarial, clerical, or other responsible work that provides evidence of the knowledge, skills, and abilities necessary to successfully perform the duties of the position.

  • Attention to detail and strong organizational skills. 

  • Ability to work under pressure, balance priorities, and perform multiple tasks. 

  • Proficiency in the use of Microsoft Office products, such as Word, Excel, PowerPoint, Outlook, and Adobe Acrobat. 

  • Clear and concise verbal and written communication skills.

  • Ability to work independently and exercise a high degree of discretion and judgment in a highly scientific fast-paced multi-cultural environment.

  • Self-motivation and ability to function as a member of a team. 

Preferred Knowledge, Skills, and Abilities:

  • Secretarial or office administration training, plus six years of substantive and relevant administrative, secretarial, clerical, or other responsible work that provides evidence of the knowledge, skills, and abilities necessary to successfully perform the duties of the position.

  • Willingness to learn or prior knowledge of U.S. Federal regulations pertaining to government-funded travel or similar regulations at the state or local level.

  • Experience in business management systems, specifically PeopleSoft or Workday.

Environmental, Health & Safety Requirements:

  • While this work will be performed in an office setting, it may be necessary to meet with researchers in their laboratories, and compliance with BNL safety and health procedures and the use of appropriate personal protective equipment will be required.

Brookhaven Laboratory is committed to providing fair, equitable and competitive compensation. The full salary range for this position is $50200 - $64167 / 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 is a fully onsite position located at BNL.

  • Appointment level will be commensurate with experience and qualifications.

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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