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Senior Administrative Services Assistant

Job ID 2336 Date posted 09/16/2020

Brookhaven National Laboratory (www.bnl.gov) 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.

Organizational Overview

Brookhaven National Laboratory was recently chosen as the building site for the Electron-Ion Collider (EIC), a one-of-a-kind nuclear physics research facility.  The EIC will be a discovery machine for unlocking the secrets of the “glue” that binds the building blocks of visible matter in the universe. The machine design is based on the existing and highly optimized RHIC Ion-Ion collider.   It will consist of two intersecting accelerators, one producing an intense beam of electrons, the other a beam of protons or heavier atomic nuclei which are steered into collisions.  Beyond sparking scientific discoveries in a new frontier of fundamental physics, the Electron-Ion Collider will trigger technological breakthroughs that have broad-ranging impact on human health and national challenges.

Position Description

The Electron-Ion Collider (EIC) Project seeks a Sr. Administrative Services Assistant to support the EIC Technical Systems Division and Infrastructure Division.  This position reports to the Information Services Group Leader and is part of an Administrative Support Team working together to support BNL’s new research facility.

Essential Duties and Responsibilities:

  • Schedule meetings through Microsoft Outlook, reserve meeting rooms, arrange virtual meetings and access, as needed.
  • Prepare foreign and domestic travel, travel authorizations, and expense reports.
  • Process payments through PeopleSoft Financials.
  • Process engineering document workflow for day-to-day document requests through the entire document lifecycle (new, revised, obsolete, etc.)
  • Perform administrative reviews (typo checks, grammar checks, proper formatting, pagination checks, missing information, etc.) on all documents processed within the EIC engineering document control and edit accordingly to ensure accuracy and completeness
  • Process and track Engineering Change Notices (ECNs)
  • Responsible for the issuance and retrieval of hard copy documents
  • Files and retrieves documents as needed
  • Supports audit documentation requests
  • Other responsibilities as assigned

Position Requirements

Required Knowledge, Skills, and Abilities:

  • Six (6) years of substantive and relevant administrative, secretarial, clerical, or other responsible work which provides evidence of the knowledge, skills, and abilities necessary to perform successfully the duties of the position  
  • Bachelor’s degree in a business field with related coursework, or training, 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
  • Proficiency in MS Office products (Word, Outlook, PowerPoint, Excel), the ability to learn SharePoint, and competent with PeopleSoft HR/Financials or similar HR/Financial Management system
  • Basic knowledge of document control and records management
  • Knowledge of videoconferencing tools, such as Zoom, MS Teams
  • Ability to work independently and under pressure to handle routine and nonroutine administrative matters in accordance with established procedures and guidelines
  • Excellent organization, communication, and administrative editing skills
  • Ability to collaborate effectively in a diverse team environment
  • Experience working in an engineering, scientific, technical, or project environment

Preferred Knowledge, Skills, and Abilities:

  • Demonstrated past experience using document control systems and databases such as Windchill, Vault, Access, or SharePoint
  • Proficiency in building team sites, lists, and libraries in SharePoint
  • Experience in arranging foreign and domestic travel and processing expenses

Environmental, Health & Safety Requirements:

  • Ability to operate a copying/scanning machine, lift 15 pounds, and fold and file drawings. 

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 Plans
  • Dental Plans
  • Vacation
  • Holidays
  • Life Insurance
  • 401(k) Plan
  • Retirement Plan
  • Paid Parental Leave
  • Swimming Pool, Weight Room, Tennis Courts, and many other employee perks and benefits

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 486.1. 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/@@images/file

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