Administrative Services Assistant

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

The Stakeholder Relations Office develops best -in-class communications, science education, government relations, community engagement and protocol programs that advance the science and education missions of the Laboratory, contribute to the public understanding of science, enhance the value of the Lab as a community asset and ensure that Laboratory internal and external stakeholders are properly informed and have a voice in Lab decisions of interest and importance to them. 

Position Description

Responsible for assisting administrative staff in an assigned functional area. Works independently within established procedures and may be required to handle non-routine office matters. May have frequent contacts within and outside the Laboratory to exchange information essential to assigned office functions. May direct the work of other support personnel. Must possess extensive knowledge of one or more specific areas of Laboratory operations, policies, and procedures, and demonstrated skills in one or more specialized administrative functions.

Essential Duties and Responsibilities:

• Perform complex administrative office functions using word processing and lab-wide administrative computer systems to accomplish tasks, as well as other support related to information services such as arranging virtual meetings and access
• Develop and organize reports using spreadsheets, databases or file management programs
• Safeguard confidential records and personal identifiable information
• Schedule meetings through Microsoft Outlook, reserve meeting rooms, and assist with meeting preparations, as needed
• Prepare foreign and domestic travel, travel authorizations, and expense reports
• Maintain basic office organization and supplies
• Process payments through PeopleSoft Financials

Required Knowledge, Skills, and Abilities:

• Four (4) years of relevant office administration, clerical, or other responsible work experience in a modern workplace that provides evidence of the knowledge, skills and abilities necessary to perform the duties of the position. A bachelor’s degree with coursework, or training, specifically related to the position requirements 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) and the ability to learn Teams and SharePoint
• Knowledge of videoconferencing tools, such as Zoom and MS Teams, and the ability to facilitate virtual meetings and reviews
• Familiarity with PeopleSoft Financials or a similar financial management system
• Ability to work independently and under pressure to handle routine and nonroutine administrative matters in accordance with established procedures and guidelines
• Must be highly motivated, organized, professional and courteous with the ability to deal effectively with internal and external stakeholders who require high levels of patience, tact and diplomacy
• Manage time effectively and be able to follow instructions
• Good at problem solving and possess strong written and verbal communication skills
• Ability to collaborate effectively in a diverse team environment and be a team player

Preferred Knowledge, Skills, and Abilities:

• Experience in arranging foreign and domestic travel

• Experience working in SharePoint libraries and lists
• Experience working in a scientific, technical, or project environment

Other Information:

• This position is 100% on site
• Brookhaven National Laboratory is committed to providing fair, equitable and competitive compensation. The full salary range for this position is $50200-$60000. Salary offers will be commensurate with the final candidate’s qualification, education and experience, and considered with the internal peer group

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 Associ