Administrative Specialist

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The Office of the Director is seeking an Administrative Specialist for a 12-month fixed-term appointment to provide comprehensive administrative support within the Directors Office.

The successful candidate will primarily support the Deputy Director for Science and Technology (DDST) while also contributing to the broader administrative needs of the Office of the Director. As a key member of the administrative team the Administrative Specialist will serve as a professional representative of the DDST and the Directors Office at Brookhaven National Laboratory.

This role requires the ability to manage diverse complex and often competing priorities with discretion professionalism and attention to detail. The Administrative Specialist will play a critical role in ensuring the effective operation of the Directors Office by supporting the DDST in their leadership responsibilities and maintaining smooth office functions.

As the first point of contact for the DDST office the incumbent 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 DDST 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 DDST including those of a sensitive and/or confidential nature.
• Communicate directly and/or draft correspondence on behalf of the DDST including:
  • Gathering and analyzing data
  • Preparation of reports memos letters presentations organizational charts and other relevant documents
  • Preparation of meeting minutes
• Serve as the point of contact for DDST departmental procurement property and safety programs and initiatives.
• Attend staff operations and project-based meetings and assist the DDST with follow-up communications and actions.
• Independently lead and manage complex administrative and special projects.
• Collaborate with other senior leadership 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 DDST and direct reports as needed.
• Provide advice and guidance on policy and operational matters to the DDST and theirdirect reports.
• Serve as centralized avenue for and resource to the needs of all DDST staff.
• Operate independently and consistently exercise a high degree of discretion and judgment as a representative of the Lab with external organizations and sponsors.

Required Knowledge Skills and Abilities:

• At least twelve (12) years of experience in substantive and relevant administrative and/or office management roles.
• An associate or bachelors degree may offset qualifying 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 SharePoint and in PeopleSoft HR/PeopleSoft Financials or similar Human Resource/Financial Management systems and be agile with emerging technologies.
• Ability to handle deadlines and pressure situations.
• Professional diplomatic discreet and confidential manner.

Preferred Knowledge Skills and Abilities:

• Experience working in a C-Suite office.

Environmental Health & Safety Requirements:

• Able to lift up to 30 lbs.

Other Information:

• 12-month term position.
• Five days on-site.
• Occasional travel may be required.

Brookhaven Laboratory is committed to providing fair equitable and competitive compensation. The full salary range for this position is $80300- $120400 / year. Salary offers will be commensurate with the final candidates qualification education and experience and considered with the internal peer group.

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About Us

Brookhaven National Laboratory () delivers discovery science and transformative technology to power and secure the nations 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 Energys (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

Brookhaven Science Associates is an equal opportunity employer that values inclusion and diversity at our Lab. We are committed to ensuring that all qualified applicants receive consideration for employment and will not be discriminated against on the basis of race color religion sex sexual orientation gender identity national origin age status as a veteran disability or any other federal state or local protected class. BSA takes affirmative action in support of its policy and to advance in employment individuals who are minorities women protected veterans and individuals with disabilities. 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

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