Sr Admin Assistant

Organization Overview:

Co-design Center for Quantum Advantage (C2QA) at Brookhaven National Laboratory (BNL) is a U.S. Department of Energy (DOE) funded National Quantum Information Science Research Center. C2QA is a 28-institution collaboration led by BNL advancing materials and modular quantum architectures to enable scalable fault-tolerant quantum systems.

BNLs Energy Sciences Department (ES) conducts multidisciplinary research spanning across chemistry condensed matter physics materials science nanoscience and quantum information science in support of the DOE Office of Science mission.

Position Overview:

C2QA is seeking a Senior Administrative Assistant to provide high-level support to the C2QA and Energy Sciences Directors Office and external position will primarily support C2QA (75%) with additional responsibilities supporting the Energy Sciences Department (25%).

In this role you will serve as a senior administrative partner to the C2QA and Energy Sciences Director coordinating priorities and driving execution across a complex multidisciplinary research environment. Working closely with the C2QA Chief Operating Officer (COO) and Energy Sciences Assistant Director for Program Operations you will connect people information and processes to ensure that key activities decisions and deliverables move forward effectively.

Essential Duties and Responsibilities

Executive and Administrative Support:

• Serve as the administrative business partner to the C2QA and ES Director providing executive-level support and coordination including confidential matters.
• Manage a complex executive calendar for the C2QA and ES Director coordinating priorities across Laboratory Leadership DOE and external partners.
• Coordinate travel authorizations (domestic and foreign) expense reports and miscellaneous payments on behalf of the C2QA and ES Director COO and external members.
• Coordinate major C2QA reporting and data submissions including budget requests year-end reporting and DOE/C2QA review materials by driving schedules collecting input across contributors tracking deliverables and ensuring timely and accurate submission.
• Independently coordinate responses to time-sensitive requests for information planning and administrative action exercising judgement in prioritizing and escalating issues as appropriate.
• Ensure all C2QA and ES administrative functions operate efficiently and in compliance with Laboratory policies.

Program Coordination:

• Track and maintain data for the C2QA program including publications (including data entry into the Scientific and Technical Information (STI) system) and Intellectual Property.
• Liaison between C2QA/ES leadership and stakeholder relations and web services on communications (i.e. press releases & media) external and intranet website content and create review timelines to ensure content is ready for senior level review.
• Oversee the logistics of major C2QA events such as large All-Hands meetings and Workforce Development programs (i.e. Quantum Thursdays Seminar Series trainee summer courses career fair onboarding/offboarding of postdocs and students disseminating center announcements - etc. both in-person and virtual) as well as coordinating ES All-Hands meetings and other events.
• Oversee guest registrations for both C2QA and ES areas ensuring timely approval and compliance with BNL access requirements.
• Serve as the point of contact for records management conference room reservations workspace coordination and facility requests (i.e. custodial scheduling work orders space assignments for new hires and guests).
• Develop implement and continuously improve administrative processes and procedures to enhance overall organizational effectiveness.
• Build effective working relationships across C2QA partner institutions Energy Sciences BNL DOE stakeholders and other external partners to coordinate activities and resolve administrative and operational matters.
• Coordinate the resolution of complex administrative issues involving personnel procurement safety training facilities and other business functions engaging appropriate SMEs and senior management as needed.

Required Knowledge Skills and Abilities:

You will have:

• Bachelors degree in a related business field or equivalent experience generally based on the basis of 2:1 (experience: college) years plus 7 years related work experience in administrative or related business fields. Additional education in fields specifically related to the position requirements may offset qualifying experience.

• Must demonstrate excellent training in office management and administration for contemporary workplace requirements plus ten years of experience in substantive and relevant 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.

• An associate or bachelors degree with coursework or training specifically related to the position requirements may offset qualifying experience of 2:1 (experience : college) years.
• Demonstrated ability to coordinate complex activities involving multiple organizations stakeholders and competing priorities with a high degree of independence judgement and follow through.
• Demonstrated proficiency in Microsoft Office Suite SharePoint Zoom survey platforms and other collaborative technologies.
• Strong project management and decision-making skills with the ability to lead projects by influence and through collaboration.
• Excellent communication and interpersonal skills including written correspondence confidentiality problem-solving and the ability to work effectively with a diverse group of scientific and technical staff.
• Demonstrated commitment to fostering a safe inclusive compliant and professional work environment.

Preferred Knowledge Skills and Abilities:

• Bachelors Degree

• Experience working in a research and development center at a national laboratory or similar scientific environment supporting the administrative needs of research scientists.
• Proven ability to investigate and resolve operational or administrative matters on behalf of management with discretion and initiative.
• Demonstrated experience organizing and managing the logistics of major events such as large committee meetings or workshops.
• Familiarity with BNLs Guest Management System (G.M.S.) and Training Management System (TMS) and the Guest User Visitor (GUV) center policies.
• Knowledge of Laboratory procedures DOE requirements and federal administrative policies.

Additional Information:

• This is a fully onsite position located at Brookhaven National Laboratory in Upton NY.
• This position is not eligible for visa sponsorship.

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 federalREAL 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 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

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: Experience:

Senior IC