Administrative Specialist

The Administrative Specialist to the ALD of Facilities and Operations (F&O) is a key member of the F&O team, a liaison to the Lab Community, and a professional representative of the Directorate at Brookhaven National Laboratory. The candidate will have diverse, complex, and competing responsibilities in support of the ALD and the F&O Directorate.

As the first point of contact for the ALD office, the candidate will exercise professionalism, discretion, confidentiality, and prioritization in all responses and communications. Communications will be with a broad range of internal and external contacts, including but not limited to, Dept of Energy (DOE), Brookhaven Site Office (BHSO), Stony Brook University, NYS Government Agencies, Battelle, and other National Labs.

Essential Duties and Responsibilities:

• Independently manage an extremely active calendar of appointments, meetings, and calls, both planned and spontaneous. 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:
  • Gathering and analyzing data
  • Preparation of 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.
• Attend staff, operations, and project-based meetings and assist the ALD with follow-up communications and actions.
• Assist in the control and management of the Directorate’s BSA budget.
• Independently lead and manage complex administrative and special projects.
• 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.
• Manage travel (domestic/international), expenses, and trip/meeting itineraries for the ALD and direct reports, as needed.
• Process and facilitate with approvals for the Open to the Public Requests.
• Provide advice and guidance on policy and operational matters to the ALD and their direct reports.
• 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.
• Operate independently and consistently exercise a high degree of discretion and judgment as a representative of the Lab with external organizations and sponsors.
• Supports the Directorate Chief Operating Officer (DCOO) with Operations Council and various administrative duties,
• Supervise the F&O Internal Communications Writer.

Position Requirements:

Required Knowledge, Skills, and Abilities:

• At least eight (8) years of experience in substantive and relevant administrative, secretarial, and/or office management roles.
• Bachelor’s degree or relevant experience on a basis of 2:1 (experience: college) years.
• Excellent time management, multi-tasking, organization, and planning skills (including anticipating and initiating).
• Advanced verbal and written communications. Excellent interpersonal skills; collaborative, team-orientation.
• Solid research, problem analysis, creative problem-solving, judgment and decision-making skills.
• Excellent attention to detail.
• Highly proficient in Microsoft Office Word, Excel, PowerPoint, Outlook, and Zoom/Microsoft Teams.
• Ability to be agile with emerging technologies.
• Ability to handle deadlines and pressure situations.
• Professional, diplomatic, discreet and confidential manner.

Preferred Knowledge, Skills, and Abilities:

• Microsoft SharePoint, PeopleSoft HR/PeopleSoft Financials/Workday or similar Human Resource/Financial Management systems.
• Two (2) years at BNL in a similar role executing substantive and relevant administrative, secretarial, clerical, or other responsible work which provides evidence of the particular knowledge, skills, and abilities necessary to perform successfully the duties of the position.

Additional Information

• Brookhaven Laboratory is committed to providing fair, equitable and competitive compensation. The full salary range for this position is $78400 - $98000/ year. Salary offers will be commensurate with the final candidate’s qualification, education and experience and considered with the internal peer group.