Administrative Assistant

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 The Facilities & Operations (F&O) Directorates 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 Bachelors 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 Drivers license Preferred Knowledge, Skills, and Abilities: Bachelors 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 candidates qualification, education and experience and considered with the internal peer group. 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 www.bnl.gov/real-id. This is due to nationwide identification requirements for federal site access as required by the federal REAL 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. About Us Brookhaven National Laboratory (www.bnl.gov) 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 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: https://www.directives.doe.gov/directives-documents/400-series/0486.1-BOrder-a/@@images/file Welcome. If you are looking for your next career moveto a place where your skills and strengths contribute to groundbreaking discovery and innovationBrookhaven National Laboratory may be where you belong. Here you can explore open positions and apply to the ones that suit you, your skills, and strengths. You can also keep track of your progress in the selection process and new postings that might interest you. Thanks for your interest in joining the Brookhaven Lab team. At Brookhaven Lab, everyone has a role in discovery science and transformative technology that's helping power and secure the nations future. We are home to world-class scientists, engineers, technicians, and other professionals as well as unique facilities that attract thousands of researchers annually from across the country and around the globe. Our track record includes seven Nobel Prize-winning discoveries, 37 R&D 100 Awards (the "Oscars of Innovation"), and countless other advances.