Administrative Assistant

The Facilities & Operations (F&O) Directorate's mission is to support the science and technology and environmental restoration missions of the Laboratory by providing a safe, environmentally sound, and reliable infrastructure, to provide high quality crafts and fabrication services to our customers as needed and to protect people, property, and national security.

The Energy & Utilities (EU) Division operates and maintains BNL's:

• Electric Transmission & Distribution System
• Central Steam Facility
• Central Chilled Water Facility
• Potable Water Treatment Facility
• Wastewater Treatment Facility
• Site Fire Alarm Systems
• Building Electrical Systems
• Site Energy Management Control System (EMCS)
• Energy Procurement
• Energy Metering Systems

These operation and maintenance activities are performed in a manner to ensure they are always safe, reliable, efficient, and mission ready. The EU Division oversees BNL's energy management programs including conservation and obtaining economical electric power and fuel supplies for BNL.

Position Description

The Energy & Utilities (EU) Division, within the Facilities and Operations Directorate, has an opportunity to fill the position of Administrative Assistant that reports directly to the Energy & Utilities Division Manager. This is an administrative support position that will participate in performing the administrative aspects in the maintenance, operations, and regulatory requirements of the EU Division and provide partial assistance to the Facilities Management Division. The Administrative Assistant shall work onsite, M-F 8:00am-4:30pm.

Essential Duties and Responsibilities:

• Generate purchase requisitions for materials, equipment, and service contracts to support operations and maintenance activities
• Schedule meetings, reserve meeting rooms, and arrange virtual meetings
• Arrange for visitor guest passes and Lab access for contractors and manage badge renewals
• Attend staff meetings and take meeting minutes
• Perform fuel price verifications for all liquid fuel deliveries
• Arrange and coordinate all travel including authorizations, bookings, and expense reports
• Process reimbursements for travel, training classes, and miscellaneous payments
• Assist in the onboarding of new staff including updating distribution and e-mail lists
• Act as a liaison between F&O property representative and EU staff
• Manage, scan, and file engineering drawings, documentation, work permits, packing lists, etc.
• Maintain and upkeep a list of contracts and purchase orders with vendors and contractors
• Create technical scope of work documents and construction wage screening documents
• Maintain the department website, organizational chart, personnel list, vehicle list, etc.
• Maintains office supplies inventory and arranges service for all EU copy machines
• Review, approve, and track all payments and contract items for all water sampling services
• Develop slides for PowerPoint presentations
• Maintain and create yearly shift worker calendars
• Perform administrative reviews (proper formatting, missing information, etc.) on all documents
• Issue utility shutdown notices and update utility reliability indices
• Produce shipping memos, shoe /eyeglass vouchers, & receipt of materials
• Maintain cooling tower ASHRAE188 reports via the SharePoint site including filing of reports, sample data, cooling tower start-ups/shutdowns, work orders, etc.
• Electronic filing and organization of documents and reports on the NYSDOH and SCDHS web portal
• Will provide cross-divisional support when requested across the F&O directorate
• Organize and coordinate activities such as seminars, and "quality of life" events.

Required Knowledge, Skills, and Abilities:

• 8+ years of experience relevant to administrative, secretarial, clerical, or other responsible work which provides evidence of the knowledge, skills, and abilities necessary to successfully perform the duties of the position
• Associates and/or Bachelor's Degree may offset qualifying experience 2:1 (experience: college) years.
• Highly proficient in MS Office products (Word, Outlook, PowerPoint, Excel) with knowledge of, with ability to learn, SharePoint or equivalent.
• Basic knowledge of document control and records management
• Knowledge of videoconferencing tools, such as Zoom, MS Teams
• Ability to work independently and under pressure to handle routine and nonroutine administrative matters in accordance with established procedures and guidelines
• Excellent organization, communication, and administrative editing skills
• Ability to review confidential information and maintain compliance
• Must have a valid NYS Driver's license

Preferred Knowledge, Skills, and Abilities:

• Bachelor's Degree
• Familiarity with utility system operations
• Experience working in an engineering, scientific, or technical environment
• Familiarity / knowledge of PeopleSoft & Workday enterprise management programs
• Ability to collaborate effectively with a diverse team, including collective bargaining unit personnel
• Advanced technical writing skills

Environmental, Health & Safety Requirements:

• Must be able to complete tasks repeatedly
• Standing, bending, and lifting, up to 10 lbs.
• Use of a personal car may be required at certain times

Other Information:

• This is an on-site 5 day per week position

Brookhaven Laboratory is committed to providing fair, equitable and competitive compensation. The full salary range for this position is $67250 - $97500 / year. Salary offers will be commensurate with the final candidate's qualification, education and experience and considered with the internal peer group.