The Administrative Specialist to the ALD for Nuclear Particle Physics (NPP) is a key member of the NPP team, a liaison to the Lab Community, and a professional representative of the NPP Directorate at Brookhaven National Laboratory and beyond. In this role, you will have diverse, complex, and competing responsibilities in support of the ALD and the NPP Directorate.
As the first point of contact for the ALD office, you will exercise professionalism, discretion, confidentiality, and prioritization in all responses and communications with and amongst a broad range of internal and external contacts, including but not limited to, Dept of Energy (DOE), Department of Defense (DoD), National Science Foundation (NSF), American Physical Society (APS), Brookhaven Site Office (BHSO), Stony Brook University, NYS Government Agencies, Battelle, and other National Labs, CERN, RIKEN, and other international institutions, laboratories, and their funding agencies. In this role, you will have extensive interactions with an international and multicultural scientific community.
Essential Duties and Responsibilities
Independently manage an extremely active calendar of appointments, meetings, and calls, both planned and spontaneous
Operate independently and consistently exercise a high degree of discretion and judgment as a representative of the Lab with external organizations and sponsors
Respond to circumstances in the absence of the ALD 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 ALD, including those of a sensitive and/or confidential nature
Communicate directly and/or draft correspondence on behalf of the ALD, including
Prepare reports, memos, letters, presentations, organizational charts, and other relevant documents
Performance reporting and business planning documentation
Serve as the point of contact for departmental procurement, property, and safety programs and initiatives and as Records Representative and Guest Information System POC for NPP
Attend staff, operations, and project-based meetings and assist the ALD with follow-up communications and actions
Provide advice and guidance on administrative matters to the ALD and their direct reports.
Manage the NPP BSA discretionary account with authorizations, order placing, submitting petty cash reimbursement and approvals including Initiating contracts and purchases with outside vendors
Independently lead and manage complex administrative and special projects
Coordinate the Lab Directed Research & Development (LDRD) proposal process for NPP from initial call to submittal including creation of indico sites, templates, deadlines, scheduling and moderating meeting series to notify, evaluate, select, practice, and present proposals
Coordinate, process, and review domestic and foreign travel requests for the ALD, ALD Office Staff, and visitors to ensure all travel is within the Federal guidelines and all costs are allowable under the BNL Prime Contract
Execute and/or oversee the logistics for meetings, reviews, retreats, visits, conferences and proposals impacting the NPP Directorate, outside panel members, outside consultants and visitors, other Brookhaven Science Directorates and often the DOE, Office of Nuclear Physics and/or High Energy Physics
Coordinate with ITD Web Services to maintain the NPP web site, which includes posting new and revised documents, and determining placement of new information
Collaborate with other administrative staff to ensure the transmittal of requests, guidance, or information
Work closely with management on sensitive and confidential matters, and organizational activities
Organize of the Physics Advisory Committee (PAC) and annual and biannual DOE reviews of the subparts of NPP
Manage travel (domestic/international), expenses, and trip/meeting itineraries for the ALD and direct reports, as needed
Serve as centralized avenue for and resource to the needs of all Directorate staff
Provide guidance and mentorship to administrative staff within the Directorate
Manage the development and preparation of management reporting documents and performs updates to Lab management systems
Supervise administrative support staff by continuing to guide and develop as an employee of BSA, through targeted training opportunities
Required Knowledge, Skills, and Abilities:
Must demonstrate excellent training in office management and administration for contemporary workplace requirements, plus twelve (12) years directly related work experience showing progressively more complex responsibilities in a substantive and relevant administrative role which provides evidence of the knowledge, skills, and abilities necessary to successfully perform the duties of the position
An associate or bachelor's degree with coursework, or training, specifically related to the position requirements may offset qualifying experience of 2:1 (experience:college) years
Professional, diplomatic, discreet and confidential manner
Effective and efficient time/resource management, organization and planning, and prioritizing
Advanced, clear, and concise verbal and written communication and presentation skills
Agile with emerging technologies and proficient in Microsoft Office Suite, Adobe Pro, PeopleSoft Financials, Workday, Indico, and SharePoint Zoom, MS Teams, or similarly functioning platforms
Solid research, analytical, creative problem-solving, sound judgment and decision-making skills
Excellent attention to detail
Ability to handle deadlines and pressure situations
Environmental, Health & Safety Requirements:
Brookhaven National Laboratory (BNL) is a world leader in scientific research and performs this work in an environmentally responsible and safe manner.
We protect human health within our boundaries and in the surrounding community.
Brookhaven Laboratory maintainsa safe workplace. We plan our work and perform it safely. We take responsibility for the safety of ourselves, coworkers, and guests.
OTHER INFORMATION:
Deadlines, activities, or events may require off-hours or weekend work
This is a fully onsite position
Must have a valid Drivers License
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 candidate’s qualification, education and experience and considered with the internal peer group.