Senior Administrative Assistant

Organization Overview:

The Stakeholder Relations Office (SRO) develops, implements, and assesses strategic internal and external communications plans and programs to advance the scientific mission and priority programs and initiatives of the Lab; develops and implements government and stakeholder relations programs to help increase support for the Lab’s programs and priority projects; and oversees science education and workforce development programs to fulfill the Lab’s and DOE’s education goals.

Position Overview:

This role provides high-level administrative and operational support to the Director of the Stakeholder Relations Office, including calendar and travel coordination, meeting support, and liaison with senior internal and external stakeholders. The position manages HR, financial, and procurement processes, ensures compliance with DOE and BNL requirements, and supports Media & Communications, Community Engagement, and Protocol teams. The role also assists with community engagement programs, events, and public-facing initiatives, ensuring efficient operations and professional execution.

Essential Duties and Responsibilities:

• Provide high-level administrative support to the Director of the Stakeholder Relations Office, including managing the Director’s calendar; coordinating, attending, and documenting meetings; and preparing meeting minutes for distribution as needed.
• Coordinate official business travel for the Director, including preparation and submission of travel authorizations and expense reports in compliance with DOE and BNL travel policies.
• Serve as a primary point of contact for the Director liaising with a wide range of senior internal and external stakeholders while exercising sound judgment, discretion, and professionalism.
• Serve as the Workday Department Administrator for the Stakeholder Relations Office initiating job requisitions, processing terminations, coordinating onboarding setups, and supporting new hire checklist completion.
• Prepare and submit office filings ensuring accuracy and compliance with applicable regulations.
• Provide administrative and operational support to the Media & Communications, Internal Communications, Community Relations, and Protocol teams, including contract administration, processing travel authorizations, expense vouchers, web requisitions, e-Buy/e-Pro and credit card orders, miscellaneous payments, shipping memos, guest registrations and gate passes.
• Support internal and external community relations programming and events, including tours, special events, Pub Sci initiatives, Open House activities, and Community Advisory Council meetings.
• Ensure administrative processes and documentation comply with DOE requirements, internal controls, and audit standards.

Required Knowledge, Skills and Abilities:

• Bachelor's degree in a related business field or equivalent experience, generally calculated at a 2:1 ratio (experience: college) years, plus two years of related administrative or office management work experience.
• Demonstrated excellence in organization, time management, multitasking, prioritization and attention to detail in a fast-paced environment.
• Strong written and verbal communication skills, with the ability to interact professionally with senior-level internal and external stakeholders.
• Proven ability to maintain confidentiality and manage sensitive information with discretion.
• Ability to work independently within established policies, procedures, and guidelines.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, PowerPoint, Excel, and Teams.

Preferred Knowledge, Skills and Abilities:

• Experience using enterprise HR and financial systems such as Workday and PeopleSoft Financials preferred.
• Knowledge of Laboratory procedures and DOE Requirements related to administrative operations.
• Experience using PeopleSoft Financials and Workday to perform administrative and financial tasks.
• Advanced proficiency in Microsoft Office Suite.

Additional Information:

• This is a fully on-site position located at Brookhaven National Laboratory in Upton, NY.

• This position is not eligible for visa sponsorship.  

Brookhaven National Laboratory is committed to providing fair, equitable and competitive compensation. The full salary range for this position is $79850 - $89000 / year. Salary offers will be commensurate with the final candidate’s qualification, education and experience and considered with the internal peer group.

Brookhaven National Laboratory is committed to employee success and we believe that a comprehensive employee benefits program is an important and meani