Advanced Business Specialist

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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 $900 million annual budget.

The Business Services Directorate (BSD) has an opening for an Advanced Business Specialist position within the Business Operations Office supporting the Energy and Photon Sciences (EPS) Directorate. This individual will report to the Procurement & Property Business Manager for the Energy and Photon Sciences Directorate.

Essential Duties and Responsibilities:

• Provide skilled business support to the EPS Directorate Procurement & Property Business Manager and Business Operations Group.

• Responsible for serving as the primary point of contact and managing the contract administration function for the ES & IS departments within the Energy and Photon Sciences Directorate.

• Provide contract administration duties for the EPS Directorate.  This includes but is not limited to:

  • routing/processing web requisitions;

  • coordination and review of invoices;

  • reviewing commitments;

  • processing contract extensions and closeouts; and

  • processing ROMs and inspections.

• Coordinating, documenting, and reviewing monthly accruals and/or receipt of all deliverables by interacting with the Technical Representatives.

• Monitoring contractor progress in accordance with the terms and schedule by interfacing with the Procurement and Property Management (PPM) Department.

• Utilization and creation of PeopleSoft query reports to maximize the usage of the interface capabilities between PeopleSoft databases and other management software products.

• Will initiate, recommend, and implement internal systems, procedures, and/or guidelines.

• Assist other EPS Directorate staff members as needed.

Required Knowledge, Skills, and Abilities:

• B.S. in a business discipline or equivalent experience on the basis of 2:1 (experience: college) years

• Five (5) years of relevant experience, which should include experience with the management of contracts.

• In-depth understanding of all principles and techniques related to contract administration.

• Exercises a high degree of initiative and professional judgment.

• Ability to resolve issues with minimal management guidance using precedents and applying applicable policies.

• Proven effective communication and interpersonal skills.

• Proficient in Microsoft Office Suite.

• Intermediate proficiency in Excel and databases.

• Must be able to work within a scientific facility, under stringent timelines, to meet the Laboratory’s needs; interaction with scientific/engineering staff along with EPS business operations team.

• Candidate must be self-motivated, resourceful, and organized, taking ownership of all assigned work.

• Familiarity with ERP systems and the ability to generate queries and reports.

• Knowledge and experience in the use of Adobe Acrobat.

• Familiarity with PeopleSoft Financials or similar application.

• Familiarity with MS SharePoint.

• Experienced in gathering information.

• Ability to establish positive working relationships at all levels.

• Flexible team player who is able to interact with staff to accomplish objectives and resolve issues.

• Demonstrate ability to prioritize and effectively deal with deadlines.

• Ability to identify and understand the path to resolve most problems encountered within own area of responsibility; anticipate and establish paths to avoid problems.

• Ability to establish routine contacts and provide detailed and complex information that will be used to make decisions of business co