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Administrative Assistant

Company: Brookhaven National Laboratory
Location: Albany
Posted on: November 10, 2019

Job Description:

Administrative AssistantJob ID #: 1941Job Category: AdministrativePosition Type: Full Time - RegularDepartment: IO-Instrumentation DivisionFLSA: Non ExemptShare:FacebookLinkedInTwitterWhy Work at BNL?Brookhaven National Laboratory is a multipurpose research institution funded primarily by the U.S. Department of Energys Office of Science. Located on the center of Long Island, New York, Brookhaven Lab brings world-class facilities and expertise to the most exciting and important questions in basic and applied sciencefrom the birth of our universe to the sustainable energy technology of tomorrow. We operate cutting-edge large-scale facilities for studies in physics, chemistry, biology, medicine, applied science, and a wide range of advanced technologies. The Laboratory's almost 3,000 scientists, engineers, and support staff are joined each year by more than 4,000 visiting researchers from around the world. Our award-winning history, including seven Nobel Prizes, stretches back to 1947, and we continue to unravel mysteries from the nanoscale to the cosmic scale, and everything in between. Brookhaven is operated and managed by Brookhaven Science Associates, which was founded by the Research Foundation for the State University of New York on behalf of Stony Brook University, and Battelle, a nonprofit applied science and technology organization.Organizational OverviewThe mission of the Instrumentation Division is to develop state-of-the-art instrumentation required for experimental research programs at Brookhaven Lab and to maintain the expertise and facilities in specialized high technology areas essential for this work. Development of facilities is motivated by present Brookhaven research programs and anticipated future directions of research. Our work has a significant impact on programs throughout the world that rely on state-of-the-art radiation detectors and readout electronics.Position DescriptionInstrumentation Division has an opening for an Administrative Assistant who will report to the Division Chief Operating Officer and provide administrative support to the leadership team.Essential Duties and Responsibilities:

  • Manage outlook calendars, schedule meetings, reserve conference rooms, provide meeting and workshop support, process domestic and foreign travel.
  • Conference management and maintain websites for reviews.
  • Create agendas, meeting notices, minutes and maintenance of documentation for weekly/bi-weekly meetings.
  • Provide backup administrative support to the IO senior Administrative Specialist.
  • Provide administrative support for hosted workshops/conferences/tours (as needed).Position RequirementsRequired Knowledge, Skills, and Abilities:
    • A minimum of eight (8) years experience in office management and administration and relevant experience with secretarial, clerical, and other responsible work which provides evidence of the knowledge, skills, and abilities necessary to perform these tasks. (A bachelors degree in a business field with coursework or training, specifically related to the position requirements may offset qualifying experience on a basis of 2:1 (experience: college) years).
    • Core skills include excellent verbal and written communication skills, organizational and time management skills, information gathering and resourcefulness in resolving problems, time management, and multi-tasking skills.
    • Computing proficiency to include Microsoft Office Suite with advanced proficiency in the use of Microsoft Word, Adobe Professional, internet navigation, and electronic processes.
    • Proven record of working with individuals of diverse technical and managerial responsibilities.Preferred Knowledge, Skills, and Abilities:
      • Ability to work independently, have the desire and ability to learn new systems, make informed decisions and regularly exercise a high degree of discretion and good judgment.
      • Knowledge of BNL policies, practices, and administrative procedures, PeopleSoft HR/Financials, or similar HRIS/Financial Management systems.
      • A wide variety of contacts with BNL support and operating organizations is desirable.
      • Advanced software proficiency using Microsoft Office products such as Excel and PowerPoint.
      • Experience working in a collaborative space such as Microsoft SharePoint, OneNote, and Teams or more preferably, Confluence and JIRA.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 Plans
        • Dental Plans
        • Vacation
        • Holidays
        • Life Insurance
        • 401(k) Plan
        • Retirement Plan
        • Paid Parental Leave
        • Swimming Pool, Weight Room, Tennis Courts, and many other employee perks and benefits

Keywords: Brookhaven National Laboratory, Albany , Administrative Assistant, Administration, Clerical , Albany, New York

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