Administrative Assistant
Organization Overview
The Production Division is part of Brookhaven National Laboratory’s Facilities & Operation Directorate. The Production Division provides services that support and assistthe world-class scientific research performed at Brookhaven National Laboratory. These services include mechanical, architectural, and civil services to build, supportand maintainthe Lab's infrastructure. The Production Division also facilitatesshipping, receiving, inventory control and movement of small equipmentand officesetups.
Position Description
The Production Division seeks an Administrative Assistant. This individual is responsible forassistingDivision management in the coordination and direction of all functional administrative office practices, policies, and procedures.
This position reports to the Manager of Production Division. The hours of operation are Monday-Friday 8am to 4:30pm.
Essential Duties and Responsibilities
Provides office management and administrative support to the Production Manager, General Supervisor, and Multi-Trade Supervisors with tasks such as, but not limited tocorrespondence, reporting file management, travel arrangements, and ordering supplies.
Identifiesand resolves complex problems within own work area or project. Probes beyond stated situation to identifyunderlying issues and evaluate and explain alternatives.
Advisesmanagement on administrative processes.
Prepares monthly recycling report for recyclables, garbage, cardboard, and construction & debris (C&D)
Mainpoint of contact for monthly onsite shreddingservices contract. Handles special requests for temporary binsand/or addition or removal of bins.
Confirms required training and maintainsspreadsheets of all contractors to ensure required training and contractor badges remaincurrent.
Primary contact for the Ricoh copy machines; ordering supplies and placing service requests.
Serves as the administrator for the manlift site, responsible for the addition/deletion of users, quarterly reportingand annual inspection dates.
Responds to internal and external requests for information and guidancewithin the Production Division.
Reviews documents, policies, standards, guidelines, procedures, and requirements to ensure compliancewith laboratory objectives, laws, regulations, and good business practices.
Coordinates efforts with related functions and activities to avoid conflicting/duplicative guidance, efforts, and instructions.
Serves as records representative for the division.
Serves as Division Guest Information System (GIS) Coordinator. Reviews all guests, updates information, and completes approval process for badging applications.
Serves as Guest Registration Department backup for the following departments: Energy & Utility (EU), Facility Management (FM), and Planning (PL)
Identifies, reports, and protects all intellectual property (IP), personally identifiable information (PII)and other proprietary information.
Coordinates and reserves lab required travel, as needed.
Purchases supplies using eBuy, ePro, lab issued credit card or via internal stores inventory for the department, as well as for other departments in the Facilities & Operations Directorate (F&O), if needed as backup.
The responsibilities listed above represent the primary functions of the position and are not intended to be an exhaustive list of every duty that may be assigned.
Required Knowledge, Skills, and Abilities:
At least eight (8) years of experience in substantive and relevant administrative, secretarial, and/or office management roles which provide evidence of the knowledge, skills, and abilities necessary to successfully perform the duties of the positionor
Associate or bachelor’s degree in a related business field or equivalent experience, generally calculatedat a 2:1 ratio (experience: college) years.
Strong written, verbal communication, and interpersonal skills.
Proven ability to work in collaborative, team-oriented environment.
Ability to work effectively under pressure, meeting deadlines and balancing multiple priorities.
Ability to exercise sound judgement with advanced problem-solving and decision-making skills.
Discretion in handling confidential and/or highly sensitivematters.
Advanced proficiencywith Microsoft Office Suite, including Outlook, Word, PowerPoint, Excel, Teamsand Workday.
Demonstrate commitment to working safely, acting ethically, and taking personal accountability for operational excellence.
Preferred Knowledge, Skills & Abilities:
At least eight (10) years of experience in substantive and relevant administrative, secretarial, and/or office management roles which provide evidence of the knowledge, skills, and abilities necessary to successfully perform the duties of the position or
Associate or bachelor’s degree in a related business field or equivalent experience, generally calculatedat a 2:1 ratio (experience: college) years
Proficient in use of PeopleSoft HR and PeopleSoft Financials or similar Human Resources/Financial Management systems.
Knowledge of Laboratory requirements related to administrative operations.
Environmental, Health, and Safety Requirements:
Must meet physical requirements of the position, including but not limited to:
Have good arm/hand dexterity
Repetitive Motion/Ergonomic Hazards
Able to lift upto 25 lbs.
Ability to frequentlybend forward or twist.
Other information:
This is a fully on-site position locatedat Brookhaven National Laboratory in Upton, NY.
Brookhaven Laboratory is committed to providing fair, equitableand competitive compensation. This is a multi-level role and the full salary range for this position is $68,600 - $103,817/ year. You will be placed at the level and salary commensuratewith your experience. Salary offers will be commensuratewith 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 meaningful part of the compensation employees receive. Review more information atBNL | Benefits Program
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 www.bnl.gov/real-id. This is due to nationwide identification requirements for federal site access as required by the federal REAL 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.
As a U.S. Department of Energy laboratory, Brookhaven National Laboratory requires employees to obtain and maintain a DOE Uncleared Personal Identity Verification (UPIV) credential in accordance with Homeland Security Presidential Directive 12 (HSPD-12) requirements. The credentialing process is completed as part of onboarding and enables access to DOE facilities and information systems. As a condition of employment, the selected candidate must be able to obtain and maintain a UPIV credential. These requirements are established under DOE Order 206.2 Chg. 2, Identity, Credential, and Access Management (ICAM- Identity, Credential, and Access Management (ICAM)), and DOE Order 473.1A- Physical Protection Program- Physical Protection Program.
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
Guided 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 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