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Brookhaven National Laboratory · 7 hours ago

Administrative Specialist

Upton, NY

Full-time

Onsite

Senior Level, Lead/Staff

$80K/yr - $100K/yr

12+ years exp

Brookhaven National Laboratory is a multidisciplinary laboratory committed to employee success. They are seeking an Administrative Specialist to provide comprehensive administrative support for the Physics Department chair, managing schedules, liaising with the lab community, and overseeing various administrative tasks.

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No H1B

U.S. Citizen Only

Responsibilities

Independently manage chair’s 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 chair and interface with others in the department office and group leaders in the department

Research, prioritize, and follow up on incoming issues and concerns addressed to the chair, including those of a sensitive and/or confidential nature

Provide advice and guidance on administrative matters to the chair and other leaders in the department

Prepare reports, memos, letters, presentations, organizational charts, procedures and other relevant documents

Serve as the point of contact for procurement, property, travel office, GUV Center, and be familiar with the policies of these offices

Serve as the liaison for HR for recruitment, promotion, and recognition, including the preparation for distinction of tenure

Monitor the postdoc contracts and coordinate the review, merit increase and extension

Manage the Physics Department BSA discretionary account with authorizations, order placing, submitting petty cash reimbursement and approvals including Initiating contracts and purchases with outside vendors

Coordinate, process, and review domestic and foreign travel requests for the chair and others in the department office and invited guests

Oversee and/or support the logistics for meetings, reviews, retreats, visits, conferences organized at departmental level

Coordinate with ITD Web Services to maintain the Physics Department web site, which includes department organization, group information, current events and departmental procedures

Serve as a primary contact for the other administrative staff in the department and coordinate the dissemination of laboratory policies relevant to the work by administrative staff , and provide guidance and mentorship to administrative staff within the department

Supervise administrative support staff in the department office

Serve as a resource for lab community on matters supporting scientific organization

Qualification

Office managementMicrosoft Office SuiteVerbalWritten communicationAdobe ProPeopleSoft FinancialsWorkdaySharePointSupervising staffResearch skillsAnalytical skillsDiplomatic skillsProblem-solvingAttention to detailTime management

Required

Twelve Years of administrative experience and an associate or bachelor's degree with coursework, or training, specifically related to the position requirements, which may be satisfied by qualifying experience of 2:1 (experience:college) years

Must demonstrate excellent training in office management and administration for contemporary workplace requirements, plus 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

Professional, diplomatic, discreet with 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, 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