Senior Administrative Services Assistant

BNL Physics Department is engaged in theoretical and experimental research in advancement of our knowledge of particle and nuclear physics for the mission of DOE Office of Science. We are leading the design, construction, upgrade and operations of the particle and nuclear physics experiments at BNL as well as in other labs. We support the users from U.S. and international institutions to participate in the particle and nuclear physics experiments, programs and projects hosted at BNL and participate ourselves in U.S. and international scientific collaborations around the world. Brookhaven National Laboratory (BNL) was chosen as the building site for the Electron-Ion Collider (EIC), a one-of-a-kind nuclear physics research facility. The EIC will be a discovery machine for unlocking the secrets that bind the building blocks of visible matter in the universe. Beyond sparking scientific discoveries in a new frontier of fundamental physics, the Electron-Ion Collider will trigger technological breakthroughs that have broad-ranging impact on human health and national challenges.

Position Description

The BNL Physics Department is seeking a Senior Administrative Services Assistant to perform diverse administrative functions in support of the Electron-Ion Collider (EIC) efforts within the department. This position will provide support to the local EIC group, the large international ePIC collaboration, and the Nuclear and Particle Physics Directorate's EIC initiatives, all contributing to the new EIC facility. Reporting to the Physics Department's EIC Group Leader, the Senior Administrative Assistant will work closely with the ePIC spokesperson office, and the RHIC/EIC Transition Task Force to support BNL's new research facility. The selected candidate will have significant interaction with an international and multicultural scientific community.

Essential Duties and Responsibilities:

• Assist the Physics Group Leader in the coordination and direction of all administrative office practices, policies, and procedures
• To prepare the Physics Department for the new facility by assisting the RHIC/EIC Transition & Ops Preparation Task Force.
• Assist the ePIC Spokesperson and Deputy in their administrative efforts within the collaboration
• Handle inquiries and administrative activities of a routine nature; operate independently, regularly exercise discretion and judgement and respond to complex issues
• Assist in coordinating, planning and organizing ePIC collaboration meetings, workshops, and reviews
• Assist in maintaining the ePIC user database
• Prepare foreign and domestic travel, travel authorizations, and expense reports
• Process payments through PeopleSoft Financials
• Coordinate guests and visitors through the BNL Guest Information System (GIS) and assist the EIC group leader in hosting duties
• Provide support in the preparation of reports and documents (e.g., data collection, presentations, written correspondence, etc.)

Required Knowledge, Skills, and Abilities:

• Excellent office management and administration skills
• At least 6 years of experience in substantive and relevant administrative work. Bachelor's degree in a related field may offset qualifying experience on the basis of 2:1 (experience: college) years.
• Highly proficient in Microsoft Office Suite, with some modest experience in SharePoint.
• Proficient in Human Resource / Financial Management systems such as Workday HR, and People Soft Financials or similar.
• Experience in arranging foreign and domestic travel
• Demonstrated time management, solid organization skills, and ability to multi-task independently and with attention to detail
• Clear and concise oral and written communication skills
• Proficiency in SharePoint, Google Drive, and setting up Zoom meetings.
• Solid problem solving, judgment and independent decision-making skills

Preferred Knowledge, Skills, and Abilities:

• Experience being the main administrative support for a large division or group within an organization
• Demonstrated experience in arranging project, technical, or scientific reviews
• Experience working in an engineering, scientific, technical, or project environment

Environmental, Health & Safety Requirements:

• Ability to lift 20 pounds and push a loaded cart
• Ability to work at a computer/keyboard for extended periods is essential
• Ability to concentrate on accuracy

Other Information:

• Brookhaven National Laboratory is committed to providing fair, equitable and competitive compensation. The full salary range for this position is $57,150 - $65,717 / year. Salary offers will be commensurate with the final candidate's qualification, education and experience and considered with the internal peer group.
• This is an on-site position
• This position is not eligible for visa sponsorship