Administrative Assistant

  • Brookhaven National Laboratory
  • Upton, NY, USA
  • Oct 15, 2020

Job Description

Job ID 2353Date posted 09/30/2020

Brookhaven National Laboratory ( delivers discovery science and transformative technology to power and secure the nation’s 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 Energy’s (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.

Organizational Overview

Brookhaven National Laboratory was recently 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 of the “glue” that binds the building blocks of visible matter in the universe. The machine design is based on the existing and highly optimized RHIC Ion-Ion collider.   It will consist of two intersecting accelerators, one producing an intense beam of electrons, the other a beam of protons or heavier atomic nuclei which are steered into collisions.  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 Electron-Ion Collider (EIC) Project seeks an Administrative Assistant to perform highly complex administrative functions in support of the EIC Detector Systems Division.  The position will also support the Cold QCD group activities in the Physics Department.  This position reports to the Information Services Group Leader and is part of an Administrative Support Team working together to support BNL’s new research facility.

Essential Duties and Responsibilities:

  • Assist the EIC Detector Systems Division Director/ Physics Department Cold QCD Group Leader in the coordination and direction of all administrative office practices, policies, and procedures
  • Handle inquiries and administrative activities of a routine matter; operate independently, regularly exercise discretion and judgement and respond to complex issues
  • Coordinate, plan and organize workshops, reviews, and meetings  
  • Interact as liaison between the EIC Detector Systems Division, EIC Directorate, Cold QCD Group, the Physics Department, the Laboratory, and outside institutions
  • Prepare foreign and domestic travel, travel authorizations, and expense reports
  • Process payments through PeopleSoft Financials
  • Coordinate, plan and organize workshops, reviews, and meetings  
  • Coordinate guests and visitors through the BNL Guest Information System (GIS)
  • Provide support in the preparation of reports and documents (e.g., data collection, presentations, written correspondence, etc.)
  • Coordinate, plan and set priorities in assigned area

Position Requirements

  • Excellent office management and administration skills
  • At least 8 years of experience in substantive and relevant administrative work. Bachelor’s degree in a related field may offset qualifying experience on a basis of 2:1 (experience: college) years.
  • Highly proficient in Microsoft Office Suite, with some knowledge in SharePoint.  Proficient in People Soft HR, and People Soft Financials or similar Human Resource / Financial Management systems
  • Experience in arranging foreign and domestic travel
  • Demonstrated time management, solid organization skills, and ability to multi-task all independently and with attention to detail
  • Demonstrated effective oral and written communication skills
  • Solid problem solving, judgment and independent decision-making skills
  • Experience working in an engineering, scientific, technical, or project environment

Preferred Knowledge, Skills, and Abilities:

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

At Brookhaven National Laboratory, we believe that a comprehensive employee benefits program is an important and meaningful part of the compensation employees receive. Our benefits program includes, but is not limited to:

  • Medical, Dental, and Vision Care Plans
  • Flexible Spending Accounts
  • Paid Time-off and Leave Programs (vacation, holidays, sick leave, paid parental leave)
  • Lab-funded Retirement Plan
  • 401(k) Plan
  • Flexible Work Arrangements
  • Tuition Assistance, Training and Professional Development Programs
  • Employee Fitness/Wellness & Recreation:  Gym/Basketball Courts, Weight Room, Fitness Classes, Indoor Pool, Tennis Courts, Sports Clubs/Activities (Basketball, Ping Pong, Softball, Tennis)

Brookhaven National Laboratory (BNL) 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.

BNL 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

Brookhaven 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 486.1. 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: