Administrative Assistant

Organization Overview 

The Production Division is part of Brookhaven National Laboratory’s Facilities & Operation Directorate. The Production Division provides services that support and assist the world-class scientific research performed at Brookhaven National Laboratory.  These services include mechanical, architectural, and civil services to build, support and maintain the Lab's infrastructure. The Production Division also facilitates shipping, receiving, inventory control and movement of small equipment and office setups. 

Position Description 

The Production Division seeks an Administrative Assistant. This individual is responsible for assisting Division management in the coordination and direction of all functional administrative office practices, policies, and procedures. 

This position reports to the Manager of Production Division. The hours of operation are Monday-Friday 8am to 4:30pm. 

Essential Duties and Responsibilities 

• Provides office management and administrative support to the Production Manager, General Supervisor, and Multi-Trade Supervisors with tasks such as, but not limited to correspondence, reporting file management, travel arrangements, and ordering supplies. 

• Identifies and resolves complex problems within own work area or project. Probes beyond stated situation to identify underlying issues and evaluate and explain alternatives.  

• Advises management on administrative processes. 

• Prepares monthly recycling report for recyclables, garbage, cardboard, and construction & debris (C&D) 

• Main point of contact for monthly onsite shredding services contract. Handles special requests for temporary bins and/or addition or removal of bins.  

• Confirms required training and maintains spreadsheets of all contractors to ensure required training and contractor badges remain current. 

• Primary contact for the Ricoh copy machines; ordering supplies and placing service requests. 

• Serves as the administrator for the manlift site, responsible for the addition/deletion of users, quarterly reporting and annual inspection dates.  

• Responds to internal and external requests for information and guidance within the Production Division. 

• Reviews documents, policies, standards, guidelines, procedures, and requirements to ensure compliance with laboratory objectives, laws, regulations, and good business practices.  

• Coordinates efforts with related functions and activities to avoid conflicting/duplicative guidance, efforts, and instructions.  

• Serves as records representative for the division.  

• Serves as Division Guest Information System (GIS) Coordinator. Reviews all guests, updates information, and completes approval process for badging applications.  

• Serves as Guest Registration Department backup for the following departments: Energy & Utility (EU), Facility Management (FM), and Planning (PL)  

• Identifies, reports, and protects all intellectual property (IP), personally identifiable information (PII) and other proprietary information. 

• Coordinates and reserves lab required travel, as needed. 

• Purchases supplies using eBuy, ePro, lab issued credit card or via internal stores inventory for the department, as well as for other departments in the Facilities & Operations Directorate (F&O), if needed as backup.  

The responsibilities listed above represent the primary functions of the position and are not intended to be an exhaustive list of every duty that may be assigned. 

Required Knowledge, Skills, and Abilities: 

• At least eight (8) years of experience in substantive and relevant administrative, secretarial, and/or office management roles which provide evidence of the knowledge, skills, and abilities necessary to successfully perform the duties of the position or  

• Associate or bachelor’s degree in a related business field or equivalent experience, generally calculated at a 2:1 ratio (experience: college) years.  

• Strong written, verbal communication, and interpersonal skills.  

• Proven ability to work in collaborative, team-oriented environment. 

• Ability to work effectively under pressure, meeting deadlines and balancing multiple priorities.  

• Ability to exercise sound judgement with advanced problem-solving and decision-making skills.  

• Discretion in handling confidential and/or highly sensitive matters. 

• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, PowerPoint, Excel, Teams and Workday.  

• Demonstrate commitment to working safely, acting ethically, and taking personal accountability for operational excellence. 

Preferred Knowledge, Skills & Abilities: 

• At least eight (10) years of experience in substantive and relevant administrative, secretarial, and/or office management roles which provide evidence of the knowledge, skills, and abilities necessary to successfully perform the duties of the position or  

• Associate or bachelor’s degree in a related business field or equivalent experience, generally calculated at a 2:1 ratio (experience: college) years 

• Proficient in use of PeopleSoft HR and PeopleSoft Financials or similar Human Resources/Financial Management systems. 

• Knowledge of Laboratory requirements related to administrative operations.  

Environmental, Health, and Safety Requirements:  

Must meet physical requirements of the position, including but not limited to: 

• Have good arm/hand dexterity 

• Repetitive Motion/Ergonomic Hazards 

• Able to lift up to 25 lbs. 

• Ability to frequently bend forward or twist. 

Other information: 

This is a fully on-site position located at Brookhaven National Laboratory in Upton, NY. 

Brookhaven Laboratory is committed to providing fair, equitable and competitive compensation. This is a multi-level role and the full salary range for this position is $68,600 - $103,817/ year. You will be placed at the level and salary commensurate with your experience. Salary offers will be commensurate with the final candidate's qualification, education and experience and considered with the internal peer group.