Administrative Specialist

• Independently manage an extremely active calendar of appointments, meetings, and calls, both planned and spontaneous

• Operate independently and consistently exercise a high degree of discretion and judgment as a representative of the Lab with external organizations and sponsors

• Respond to circumstances in the absence of the ALD and interface with senior department and Laboratory leadership on sensitive matters

• Coordinate group meetings, including developing agendas, presentations, and logistics

• Research, prioritize, and follow up on incoming issues and concerns addressed to the ALD, including those of a sensitive and/or confidential nature

• Communicate directly and/or draft correspondence on behalf of the ALD, including

• Gather and analyze data

• Prepare reports, memos, letters, presentations, organizational charts, and other relevant documents

• Performance reporting and business planning documentation

• Serve as the point of contact for departmental procurement, property, and safety programs and initiatives and as Records Representative and Guest Information System POC for NPP

• Attend staff, operations, and project-based meetings and assist the ALD with follow-up communications and actions

• Provide advice and guidance on administrative matters to the ALD and their direct reports.

• Manage the NPP BSA discretionary account with authorizations, order placing, submitting petty cash reimbursement and approvals including Initiating contracts and purchases with outside vendors

• Independently lead and manage complex administrative and special projects

• Coordinate the Lab Directed Research & Development (LDRD) proposal process for NPP from initial call to submittal including creation of indico sites, templates, deadlines, scheduling and moderating meeting series to notify, evaluate, select, practice, and present proposals

• Coordinate, process, and review domestic and foreign travel requests for the ALD, ALD Office Staff, and visitors to ensure all travel is within the Federal guidelines and all costs are allowable under the BNL Prime Contract

• Execute and/or oversee the logistics for meetings, reviews, retreats, visits, conferences and proposals impacting the NPP Directorate, outside panel members, outside consultants and visitors, other Brookhaven Science Directorates and often the DOE, Office of Nuclear Physics and/or High Energy Physics

• Coordinate with ITD Web Services to maintain the NPP web site, which includes posting new and revised documents, and determining placement of new information

• Collaborate with other administrative staff to ensure the transmittal of requests, guidance, or information

• Work closely with management on sensitive and confidential matters, and organizational activities

• Organize of the Physics Advisory Committee (PAC) and annual and biannual DOE reviews of the subparts of NPP

• Manage travel (domestic/international), expenses, and trip/meeting itineraries for the ALD and direct reports, as needed

• Serve as centralized avenue for and resource to the needs of all Directorate staff

• Provide guidance and mentorship to administrative staff within the Directorate

• Manage the development and preparation of management reporting documents and performs updates to Lab management systems

• Supervise administrative support staff by continuing to guide and develop as an employee of BSA, through targeted training opportunities

• Must demonstrate excellent training in office management and administration for contemporary workplace requirements, plus twelve (12) years directly related work experience showing progressively more complex responsibilities in a substantive and relevant administrative role which provides evidence of the knowledge, skills, and abilities necessary to successfully perform the duties of the position

• 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

• Professional, diplomatic, discreet and confidential manner

• Effective and efficient time/resource management, organization and planning, and prioritizing

• Advanced, clear, and concise verbal and written communication and presentation skills

• Agile with emerging technologies and proficient in Microsoft Office Suite, Adobe Pro, PeopleSoft Financials, Workday, Indico, and SharePoint Zoom, MS Teams, or similarly functioning platforms

• Solid research, analytical, creative problem-solving, sound judgment and decision-making skills

• Excellent attention to detail

• Ability to handle deadlines and pressure situations

• Brookhaven National Laboratory (BNL) is a world leader in scientific research and performs this work in an environmentally responsible and safe manner.

• We protect human health within our boundaries and in the surrounding community.

• Brookhaven Laboratory maintainsa safe workplace. We plan our work and perform it safely. We take responsibility for the safety of ourselves, coworkers, and guests.

• Deadlines, activities, or events may require off-hours or weekend work
• This is a fully onsite position
• Must have a valid Drivers License

Brookhaven Laboratory is committed to providing fair, equitable and competitive compensation. The full salary range for this position is $80300 - $120400 / year. Salary offers will be commensurate with the final candidate's qualification, education and experience and considered with the internal peer group.