Administrative Specialist at Brookhaven National Laboratory

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 ProgramThe Physics Department has an opening of Administrative Specialist to provide administrative support for the department chairs office. Physics Department conducts research and operation for the mission of Office of High Energy Physics and Office of Nuclear Physics in Department of Energy. We play leading roles in nuclear and particle physics experiments at BNL and around the world host DOE programs projects and international collaborations and support large number of guests and users. As the Administrative Specialist to the chair of Physics Department you will be a key member of the department and serve as a liaison to the Lab community and a point of contact for the department staff and other administrative this role you will have diverse complex and competing responsibilities in support of the chair and the department. Essential Duties and Responsibilities:Independently manage chairs calendar of appointments meetings and calls both planned and spontaneousOperate independently and consistently exercise a high degree of discretion and judgment as a representative of the Lab with external organizations and sponsorsRespond to circumstances in the absence of the chair and interface with others in the department office and group leaders in the department.Research prioritize and follow up on incoming issues and concerns addressed to the chair including those of a sensitive and/or confidential natureProvide advice and guidance on administrative matters to the chair and other leaders in the departmentPrepare reports memos letters presentations organizational charts procedures and other relevant documentsServe as the point of contact for procurement property travel office GUV Center and be familiar with the policies of these offices.Serve as the liaison for HR for recruitment promotion and recognition including the preparation for distinction of tenureMonitor the postdoc contracts and coordinate the review merit increase and extension.Manage the Physics Department BSA discretionary account with authorizations order placing submitting petty cash reimbursement and approvals including Initiating contracts and purchaseswith outside vendorsCoordinate process and review domestic and foreign travel requests for the chair and others in the department office and invited guests.Oversee and/or support the logistics for meetings reviews retreats visits conferences organized at departmental levelCoordinate with ITD Web Services to maintain the Physics Department web site which includes department organization group information current events and departmental procedures. Serve as a primary contact for the other administrative staff in the department and coordinate the dissemination of laboratory policies relevant to the work by administrative staff and provide guidance and mentorship to administrative staff within the departmentSupervise administrative support staff in the department office Serve as a resource for lab community on matters supporting scientific organizationRequired Knowledge Skills and Abilities:Twelve Years of administrative experience and an associate or bachelors degree with coursework or training specifically related to the position requirements which may be satisfied by qualifying experience of 2:1 (experience:college)yearsMust demonstrate excellent training in office management and administration for contemporary workplace requirements plus work experienceshowing 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 positionProfessional diplomatic discreet with confidential mannerEffective and efficient time/resource management organization and planning and prioritizingAdvanced clear and concise verbal and written communication and presentation skillsAgile with emerging technologies and proficient in Microsoft Office Suite Adobe Pro PeopleSoft Financials Workday and SharePoint Zoom MS Teams or similarlyfunctioning platformsSolid research analytical creative problem-solving sound judgment and decision-making skillsExcellent attention to detailAbility to handle deadlines and pressure situationsPreferred Knowledge Skills and Abilities:Experience in supervising administrative staffFamiliarity with BNL administrative policies and proceduresExperience with supporting DOE Office of Science programsOTHER INFORMATION: Position is located on-site.Brookhaven National Laboratory is committed to providing fair equitable and competitive compensation. This is a multi-level role and the full salary range for this position is $80300 - $100000 / year. You will be placed at the level and salary commensurate with your experience. Salary offers will be commensurate with the final candidates qualification education and experience and considered with the internal peer group.This position is not eligible for visa sponsorship.Brookhaven National Laboratory requires all non-badged personnel including visitors to produce a REAL-ID or REAL-ID compliant documentation to access Brookhaven National Laboratory view more information at This is due to nationwide identification requirements for federal site access as required by the federalREAL ID Act. Those not in possession of a REAL ID-compliant document will not be permitted to access the site which includes access to the Laboratory for interviews.About UsBrookhaven National Laboratory () delivers discovery science and transformative technology to power and secure the nations 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 Energys (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 EmployerGuided by our core values of integrity responsibility innovation respect and teamwork Brookhaven Science Associates is an Equal Employment Opportunity Employer-Vets/Disabled. We are committed to fostering a respectful and collaborative environment that fuels scientific discovery. We consider all qualified applicants without regard to any characteristic protected by law. All qualified individuals are encouraged to apply. 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 ContractorBSA 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: Experience:IC Key Skills Business Intelligence,Car Driving,Analysis,Android,Fireworks Employment Type : Full-Time Experience: years Vacancy: 1 Yearly Salary Salary: 80300 - 100000