What are the responsibilities and job description for the Senior Administrative Assistant position at Brookhaven LAB?

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 Accelerator Science & Technology Department has an opening for a Division Administrator supporting the Superconducting Magnet Division Director. In this role, you will perform a wide variety of complex administrative, operations, and project management responsibilities. As the Division Administrator, you will be the point of contact for a diverse and international internal and external population.

Essential Duties and Responsibilities :

Lead the on-going development and implementation of streamlined administrative processes for the Superconducting Magnet Division and work with the director to continue work on the development and reporting of management metrics.
Provide administrative support for labor management, project management and business planning for the Superconducting Magnet Division.
Proactively alert management of issues that arise in project spending.
Support management by providing financial support in consolidating and collecting data for annual business plans.
Aid managers and project leads in tracking project data and obtaining historical data to develop future project proposals.
Utilize tools to aid managers, supervisors and project leads in tracking labor and milestones
Perform administrative activities, including travel authorizations and reservations, expense reports, managing calendars, planning and organizing meetings, conferences, and workshops, meeting and greeting visitors, tracking training, initiating job requisitions and purchase orders, and handling on-boarding of new hires for the Superconducting Magnet Division and the Accelerator Science & Technologies Department as needed.
Perform other administrative activities as needed (e.g., help to prepare technical proposals and documents, help to develop and maintain a SharePoint site, assist to enhance content on the Superconducting Magnet Division website, participate in operations planning, track and analyze departmental financial reports).
Set individual short- and long-range goals and also goals for the department in the areas of process improvement and operations planning. Identify areas for improvement, set goals to address and track progress. Apply independent judgment, within policies and standards, to plan projects and administer processes.
Upon own initiative and without specific direction, identifies, investigates and resolves matters of significance on behalf of management.

Required Knowledge, Skills, and Abilities :

Ten (10) years of experience in relevant office management and administrative work which provides evidence of the knowledge, skills, and abilities necessary to successfully perform the duties of the position.

Bachelor's degree in a business field with coursework, or training, specifically related to the position requirements may offset qualifying experience on a basis of 2 : 1 (experience : college) years.

Skills and abilities to include time management and multi-tasking; organization and planning; verbal and written communication; information gathering and monitoring; problem analysis and problem solving; judgment and decision-making ability; and initiative.

Ability to work under pressure to handle routine and non-routine administrative matters in accordance with established procedures and guidelines.

Ability to interact at all levels throughout the Laboratory and collaborate effectively in a diverse team setting with the Lab environment.

Must be discrete and be able to maintain confidentiality.

Highly proficient in Microsoft Office Suite and SharePoint

Experience with financial and HR applications (e.g., Peoplesoft)

Ability to develop a strong network within BNL and with our laboratory partners in DOE and industry

Able to work with multiple organizations across the lab including HR, procurement, facilities and a large, diverse, and international employee and guest population

Preferred Knowledge, Skills, and Abilities :

Knowledge of BNL policies, practices, and administrative procedures, PeopleSoft Financials, or similar HRIS / Financial Management systems.

Experience working in collaborative space such as Microsoft SharePoint, OneNote, and Teams.

Extensive experience in managing projects, execution, and process improvement.

Project management training and experience highly preferred

Other Information :

Brookhaven National Laboratory is committed to providing fair, equitable and competitive compensation. The full salary range for this position is $74000 - $85000 / year. Salary offers will be commensurate with the final candidate's qualifications, education and experience and considered with the internal peer group.

This position is not eligible for visa sponsorship

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

Brookhaven Science Associates is an equal opportunity employer that values inclusion and diversity at our Lab. We are committed to ensuring that all qualified applicants receive consideration for employment and will not be discriminated against on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, status as a veteran, disability or any other federal, state or local protected class. BSA takes affirmative action in support of its policy and to advance in employment individuals who are minorities, women, protected veterans, and individuals with disabilities. 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

Salary : $74,000 - $85,000

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