Sr Administrative Services Asstistant

Organizational Overview Brookhaven National Laboratory's Guest Services Division plays a vital role in enabling the Laboratory's world-class scientific mission by providing comprehensive, high-quality services to its departments, divisions, guests, users, and visiting researchers. Through a strong commitment to operational excellence and customer-focused support, the Division delivers exceptional on-site experience across Food Services, Conference Services, On-site Housing, Mail Services/Mailroom, Transportation Services, Fleet Services, Motor Pool, and QOL/BERA/Recreation programs. By ensuring these essential functions are executed with professionalism, accuracy, and responsiveness, Guest Services help create a seamless environment in which research teams and visiting collaborators can perform at their best, contributing directly to the success of Brookhaven's scientific enterprise. Position Description The Guest Services Division's Housing Office is seeking a Senior Administrative Services Assistant to join their amazing team. This position reports to the Housing Services General Supervisor. The hours for this position are: Monday - Friday 10:00AM-6:30PM Essential Duties and Responsibilities Supporting the Housing Office, the Senior Administrative Services Assistant will: Perform daily front desk operations, including opening and closing procedures Review People Soft Financials, Workday, and other Housing Management Systems to verify guest information and department accounts Balance daily and nightly audits Perform record keeping, generate billing, and process payments Create monthly billing schedules and Housing Agreements for long term visitors Manage guest reservations and check in/out procedures Correspond with all departments, including the Guest, User, Visitor (GUV) Center, Laboratory Protection, and Facilities and Operations Use Housing database software and Microsoft Office (e.g., Excel, Word, Outlook) Handle and process funds received for housing transactions in accordance with all existing policies and procedures Balance bed checks to room occupancy Ensure rates are applied as per policy Process maintenance requests Personally follow up on any safety items guests may encounter Prepare for guest arrivals and departures Process reservations as requested Assign work to custodians, as appropriate Receive customer concerns, needs and/or issues, and coordinate the needed response Work closely with the Housing Custodial Supervisor Serve as back-up Shuttle dispatcher Assist with training requirements for the Division Assist with any other tasks or projects assigned by the General Supervisor, Housing The above list of duties is not all inclusive of every duty performed by this position but does include the major elements in the job. Required Knowledge, Skills and Abilities High school diploma or GED At least 6 years' relevant administrative or hospitality experience. An Associates or Bachelor's degree with coursework or training specifically related to the position requirements may offset qualifying experience of 2:1 (experience: college) years Proficient in Microsoft Office Suite, specifically Word, Excel, and Outlook Highly motivated, organized, with ability to multi-task and manage time effectively Possess excellent customer service skills. Professional and courteous with the ability to deal effectively with internal and external customers who require high levels of patience, tact and diplomacy Good problem solving and strong written and verbal communication skills Able perform independently as well as a team player Ability to multi-task and manage time effectively Preferred Knowledge, Skills and Abilities Coursework in Hotel Management or previous work experience in the hospitality field, particularly as Front Desk/Receptionist Experience with property management systems Environment, Safety & Health Requirements Have mental sharpness Lifting moderate 15-30 lbs. Armed/hand dexterity Vision, good near and distance Hear and understand speech Other information Brookhaven Laboratory is committed to providing fair, equitable and competitive compensation. The full salary range for this position is $60,000-70,000 / 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 meaningful part of the compensation employees receive. Review more information at BNL | 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 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), and DOE Order 473.1A- Physical Protection Program- Physical Protection Program. About Us Brookhaven National Laboratory ( 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: #J-18808-Ljbffr Brookhaven National Laboratory