Administrative Assistant

Brookhaven National Laboratory•Upton, NY

3d•Onsite

About The Position

Brookhaven National Laboratory is seeking an organized, detail-oriented Administrative Assistant to support its Computing and Data Sciences Directorate. The role works with minimal supervision and manages multiple priorities while interacting with internal and external stakeholders, including senior management, collaborators, and visitors. The successful candidate will bring strong organizational skills, sound judgment, and the ability to work in a fast-paced, service-oriented environment. The position provides comprehensive administrative support, including calendar and meeting coordination, travel arrangements and reimbursements, financial documentation, procurement, contract and vendor paperwork, visitor appointments, and support for events. The role requires discretion when handling sensitive matters and compliance with Laboratory policies and procedures. The position is on-site in Upton, New York. Workers in this job classification are eligible for overtime pay. Candidates must be U.S. citizens because access to the DOE Foreign Travel Management System is required. The selected candidate must also be able to obtain and maintain a DOE Uncleared Personal Identity Verification credential.

Requirements

Some form of office administration training, plus eight years of substantive and relevant administrative, secretarial, clerical, or other responsible work demonstrating the knowledge, skills, and abilities necessary for the position. An associate or bachelor's degree may offset qualifying experience at a 2:1 experience-to-college-years ratio.
Demonstrated ability to perform complex administrative functions with minimal supervision.
Strong organizational, planning, and prioritization skills.
Excellent written and verbal communication skills.
Ability to manage multiple competing priorities in a dynamic environment.
Strong attention to detail and commitment to accuracy.
Ability to maintain confidentiality and exercise sound judgment.
Ability to establish and maintain productive working relationships across all organizational levels.
Commitment to working safely, acting ethically, and taking personal accountability for operational excellence.
U.S. citizenship, required for access to the DOE Foreign Travel Management System.
Ability to obtain and maintain a DOE Uncleared Personal Identity Verification credential as a condition of employment.

Nice To Haves

Familiarity with BNL systems, policies, and procedures.
Experience coordinating meetings, travel, events, and administrative processes.
Advanced proficiency with Microsoft Office Suite, including Outlook, Workday, Teams, video conferencing software, and SharePoint.

Responsibilities

Provide comprehensive administrative support to management and department personnel.
Manage complex calendars, schedule meetings, coordinate agendas, and arrange meeting logistics.
Coordinate domestic and international travel arrangements and process travel reimbursements.
Process invoices, expense reports, and other financial documentation using Laboratory business systems.
Coordinate contract, procurement, and vendor documentation.
Arrange visitor and guest appointments for site access, workshops, conferences, seminars, and special events as required.
Manage departmental purchases through procurement channels including credit card transactions, eBuy, ePro, pick tickets, and purchase orders, ensuring compliance with Laboratory policies and procedures.
Exercise professionalism and discretion when handling sensitive matters.