Administrative Assistant

Administrative Assistant The Production Division at Brookhaven National Laboratory is seeking an Administrative Assistant. This individual is responsible for assisting Division 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 include: Providing office management and administrative support to the Production Manager, General Supervisor, and Multi-Trade Supervisors with tasks such as correspondence, reporting, file management, travel arrangements, and ordering supplies. Identifying and resolving complex problems within own work area or project. Advising management on administrative processes. Preparing monthly recycling report for recyclables, garbage, cardboard, and construction & debris (C&D). Main point of contact for monthly onsite shredding services contract. Handling special requests for temporary bins and/or addition or removal of bins. Confirming required training and maintaining spreadsheets of all contractors to ensure required training and contractor badges remain current. Primary contact for the Ricoh copy machines; ordering supplies and placing service requests. Serving as the administrator for the manlift site, responsible for the addition/deletion of users, quarterly reporting and annual inspection dates. Responding to internal and external requests for information and guidance within the Production Division. Reviewing documents, policies, standards, guidelines, procedures, and requirements to ensure compliance with laboratory objectives, laws, regulations, and good business practices. Coordinating efforts with related functions and activities to avoid conflicting/duplicative guidance, efforts, and instructions. Serving as records representative for the division. Serving as Division Guest Information System (GIS) Coordinator. Reviewing all guests, updating information, and completing approval process for badging applications. Serving as Guest Registration Department backup for the following departments: Energy & Utility (EU), Facility Management (FM), and Planning (PL). Identifying, reporting, and protecting all intellectual property (IP), personally identifiable information (PII) and other proprietary information. Coordinating and reserving lab required travel, as needed. Purchasing 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 position or Associate or bachelor's degree in a related business field or equivalent experience, generally calculated at 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 sensitive matters. Advanced proficiency with Microsoft Office Suite, including Outlook, Word, PowerPoint, Excel, Teams and 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 calculated at 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: Have good arm/hand dexterity Repetitive Motion/Ergonomic Hazards Able to lift up to 25 lbs. Ability to frequently bend forward or twist. Other information: This is a fully on-site position located at Brookhaven National Laboratory in Upton, NY. Brookhaven 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 $68,600 - $103,817 / year. You will be placed at the level and salary commensurate with your experience. 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- 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: