Administrative Assistant

About the job

Organization Overview:

The Center for Functional Nanomaterials (CFN) at Brookhaven is a DOE-funded national scientific user facility, offering users a supported research experience with top-caliber scientists and access to state-of-the- art instrumentation. The CFN mission is advancing nanoscience through frontier fundamental research and technique development and is the nexus of a broad collaboration network. Each year, CFN staff members support the research of nearly 700 external facility users.

Position Overview:

The CFN is seeking an accomplished professional to join our administrative team as an Administrative Assistant. In this vital role, you will help ensure day-to-day operations run smoothly and efficiently for CFN scientific groups by providing direct administrative support to group leaders and scientific staff. Operating in a fast-paced and dynamic environment, you will use your excellent verbal and written communication skills to independently collaborate with colleagues, clients, and stakeholders across the CFN, the broader BNL community, and external organizations. You will also bring a strong interest in leveraging technology to streamline and improve administrative processes. You will report to the Administrative Team Leader as a member of the CFN administrative operations group.

Essential Duties and Responsibilities:

You will have these roles and responsibilities:

• You will directly ensure the day-to-day administrative functions for the CFN scientific groups you support run smoothly and efficiently; and directly support tasks including; scheduling, coordinating domestic and foreign travel, procurement, budgeting, and other activities.
• You will coordinate staff Human Resources and Talent Acquisition activities for the groups you support, including job postings, interview logistics, new hire relocation support and onboarding.
• You will coordinate and assemble important CFN reports, including quarterly and year-end reporting, and scientific and operations program reviews, by organizing and driving schedules for receiving input from group leaders, compiling inputs into the appropriate format, and verifying documents for accuracy.
• You will serve as the Guest Information System (GIS) Administrator, coordinating guest and visitor information processes in accordance with BNL procedures and the U.S. Department of Energy (DOE) requirements.
• You will serve as the CFN Training Coordinator, working with managers and Training and Qualifications to identify and communicate staff training needs, create and maintain job training assessments (JTAs), support implementation of training standards and development as appropriate, and maintain departmental training records.
• You will proactively identify opportunities to improve CFN-wide administrative processes and collaborate with stakeholders to develop, implement, and maintain practical workflows and digital tools.
• You will contribute to special projects and assume additional administrative process responsibilities as organizational needs evolve.

Required Knowledge, Skills, and Abilities:

You are qualified for this role if:

• You have at least eight (8) years of progressively responsible experience in a relevant administrative role. An associate or bachelor’s degree with coursework, or training, specifically related to the position requirements may offset qualifying experience of 2:1 (experience: college) years.
• You have proficiency in Microsoft Word, Excel, PowerPoint, and Outlook (Microsoft 365), and the ability to learn SharePoint and other business applications.
• You communicate clearly and concisely, both in writing and speaking.  You are organized and pay keen attention to detail.  You effectively manage professional relationships using your interpersonal skills.
• You have demonstrated initiative, sound judgment, and problem-solving skills, with the ability to anticipate administrative needs, independently resolve routine issues, manage competing priorities, and meet deadlines.
• You have the ability to collaborate effectively with colleagues and stakeholders and a commitment to safe workplace practices.
• You have technical aptitude, working knowledge of electronic tracking systems or business applications, and the ability to learn new systems and apply them to administrative work.

Preferred Knowledge, Skills, and Abilities:

You are well-matched to this position if:

• You have an associate or bachelor’s degree in a business-related discipline or experience in a scientific, technical, academic, or similarly dynamic office environment.
• You have experience creating or improving automated workflows, SharePoint processes, or comparable digital tools to make administrative work more efficient.
• You have familiarity with SharePoint, Microsoft Lists, Microsoft Forms, Power Automate, Workday, PeopleSoft Financials, or comparable applications.
• You have experience proactively identifying inefficient processes and implementing improvements.
• You have familiarity with guest and training management systems such as GIS and BTMS or comparable systems.

Additional Information:

• This position is eligible for consideration of a flexible work arrangement (4 days onsite/1 day remote).

• This position is not eligible for visa sponsorship.

Brookhaven National Laboratory is committed to employee success and we believe that a comprehensive employee benefits program is an important and meaningful part of the compensation employees receive. Review more information at BNL | Benefits Program

Brookhaven National Laboratory requires all non-badged personnel including visitors to produce a REAL-ID or REAL-ID compliant documentation to access Brookhaven National Laboratory – view more information at www.bnl.gov/real-id.  This is due to nationwide identification requirements for federal site access as required by the federal REAL ID Act.  Those not in possession of a REAL ID-compliant document will not be permitted to access the site which includes access to the Laboratory for interviews.

As a U.S. Department of Energy laboratory, Brookhaven National Laboratory requires employees to obtain and maintain a DOE Uncleared Personal Identity Verification (UPIV) credential in accordance with Homeland Security Presidential Directive 12 (HSPD-12) requirements. The credentialing process is completed as part of onboarding and enables access to DOE facilities and information systems. As a condition of employment, the selected candidate must be able to obtain and maintain a UPIV credential. These requirements are established under DOE Order 206.2 Chg. 2, Identity, Credential, and Access Management (ICAM- Identity, Credential, and Access Management (ICAM)), and DOE Order 473.1A- Physical Protection Program- Physical Protection Program.

About Us

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, learn more at BNL | Opportunities for Veterans at Brookhaven National Laboratory.

Equal Opportunity/Affirmative Action Employer

Guided by our core values of integrity, responsibility, innovation, respect, and teamwork, Brookhaven Science Associates is an Equal Employment Opportunity Employer-Vets/Disabled. We are committed to fostering a respectful and collaborative environment that fuels scientific discovery. We consider all qualified applicants without regard to any characteristic protected by law. All qualified individuals are encouraged to apply. 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

BSA 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