Administrative Specialist

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 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 their direct 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. 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.