Senior Administrative Assistant

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. 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.

The mission of the Omega Group in the Physics Department at BNL is Experimental High Energy Physics. Our primary focus is on the ATLAS experiment which is located at CERN in Geneva, Switzerland but the group also contributes to activities at domestic and international laboratories. The group includes an Operations Program and a Project Office to oversee and manage U.S. contributions to the on-going operations and high-luminosity upgrade, respectively, of the ATLAS detector. Members of the group undertake significant international and domestic travel and several members are typically on a change of station at CERN at any given time.

The Physics Department has an opening for a Senior Administrative Assistant to perform complex administrative functions in support of Omega Group activities, and potentially other Physics Department groups as needed. The Omega Group focuses on the ATLAS experiment at CERN in Geneva, Switzerland and contributes to several other experiments. The group also has strong detector R&D programs. This position has a high level of interaction with an international and multicultural scientific community.

POSITION REQUIREMENTS

Essential Duties and Responsibilities:

• Assist the Omega Group and other administrators in the execution of all administrative office practices, policies, and procedures.
• Interact as liaison between the Omega Group, the Physics Department, the Laboratory, and outside institutions.
• Screen and respond to inquiries and administrative problems involving both routine and non-routine matters for which there might not be an established practice, policy, and procedure; operate independently, regularly exercise discretion and judgment and respond to complex issues.
• Interacts with a wide variety of high-level contacts both within and outside the Laboratory which are considered significant and critical to the efficient operation of the office and its functions.
• Prepare foreign and domestic travel arrangements and itineraries
• Coordinate, assemble data, prepare complex documents and distribute for Extended Personnel Assignment (EPA); process monthly Cost of Living Adjustment (COLA) payments
• Coordinate, plan and organize conferences, workshops, reviews, and meetings
• Coordinate guests and visitors through the BNL Guest Information System (GIS)
• Maintain publications through the BNL Publication system
• Manage and oversee BNL credit card purchasing
• Provide support in the preparation of reports and documents (e.g., data collection, presentations, written correspondence, etc.)
• Coordinate, plan, and set priorities in the assigned area
• Communicate effectively with a diverse staff at BNL and those not physically stationed at BNL
• May have formal responsibility for supervising other staff or direct the work of others

Required Knowledge, Skills, and Abilities:

• Ten (10) years of full-time relevant office administration experience
• An Associates or Bachelor’s degree in a business field with related coursework, or training, may offset qualifying experience on a basis of 2:1 (experience: college)
• Demonstrated excellent office management and administration skills
• Highly proficient in Microsoft Office Suite, with experience using SharePoint
• Proficient with PeopleSoft HR/PeopleSoft Financials, Workday, or similar Human Resources/Financial Management systems
• Extensive experience in arranging foreign and domestic travel
• Demonstrated time management, solid organization skills, and ability to multi-task; all independently and with attention to detail
• Demonstrated clear and concise oral and written communication skills
• Solid problem solving, judgment, and decision-making skills

Preferred Knowledge, Skills, and Abilities:

• Experience working within a large, geographically distributed organization, preferably in a project, scientific, technical, or basic research environment.
• Experience working with international organizations and institutes such as CERN, ITER, KEK, DESY, or IAEA.

OTHER INFORMATION:

• This is a fully onsite position located at BNL

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, Tennis, Softball, Table Tennis)