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Position Description:

Brookhaven National Laboratory has an exciting opportunity for an administrative professional in our fast-growing directorate, the Computational Science Initiative (CSI).

Functioning independently and as a team member, while regularly exercising a high degree of discretion and judgment, the Administrative Assistant will play two critical roles. The incumbent will be the central point of contact for the Computational Science department and will support the Chair and all staff with the full range of departmental administrative functions. At the directorate level, the incumbent will be the Proposal Coordinator supporting the principal investigators (PIs) and the proposal teams with all phases of the proposal development and monitoring process.

As a member of this dynamic administrative team the primary duties and responsibilities will be:

Essential Duties and Responsibilities:

• Proposal coordination and oversight for CSI: ensuring coordination of proposal development activities (checking DOE proposal calls, setting up proposal kickoff meetings, handling email correspondence with BNL's proposal center and external communications, gathering information from various sources, etc.) and monitoring the progress through completion on deadline.
• Provide administrative support to the Computational Sciences Department Chair and Staff as follows:
  • Triage and prioritize email correspondence and messages
  • Screen and respond to inquiries and administrative matters for which there are established policies and procedures
  • Coordinate on/off-site meetings: including teleconferences, conference management; domestic and foreign travel, guest management, agendas, minutes, and all related logistics. This also includes coordinating activities with lab-wide or external resources (i.e. - Public relations, IT support, catering, maintenance, etc.)
  • Identify, anticipate, and resolve complex administrative problems within own work area or project.
  • Serve as a Guest Information System (GIS) Administrator for department employees, students, visitors, collaborators, contractors, and vendors.
  • Use Laboratory financial systems to prepare and process web requisitions, eProcurement orders, pay vouchers and shipping memos.
  • Submit publications into the BNL Publication Database.
  • Coordinate limited Human Resources activities in support of recruitment and cyclical activities.
  • Develop and maintain databases, file systems, and logs for correspondence and group/project files.

• Serve as a back-up for other Admin Team members.
• Engage in training and professional development to learn new systems and processes.
  • Regularly send out HPC group seminar announcements to staff as needed.

Position Requirements:

Required Knowledge, Skills and Abilities:

• Associates or Bachelor's degree with course work, or training, specifically related to the position requirements may offset qualifying experience of 2:1 (experience: college) years.

• Eight (8) years' experience in substantive and relevant administrative, secretarial, clerical, or other responsible work which provides evidence of the knowledge, skills, and abilities necessary to perform successfully the duties of the position

• Verbal and written communication skills, organizational skills, and resourcefulness and creativity in problem-solving

• Contemporary skills in office management and administration of workplace requirements

• Time management and multi-tasking; organization and planning; information gathering and monitoring; problem analysis and problem-solving; judgment and decision-making ability, initiative, and confidentiality

• Must possess experience in processing information using a personal computer and related software

• Proficient in Microsoft Office Pro with knowledge of, or ability to learn SharePoint

• Working knowledge of Workday, PeopleSoft Financials, or similar Human Resource/Financial Management systems

Preferred Knowledge, Skills, and Abilities:

• Knowledge of web page maintenance, including the ability to enter content on a web page and effect formatting changes.
• Experience with research and managing publications
• Knowledge of and experience with BNL's proposal process.
• Knowledge of a broad range of both BNL and departmental policies, practices, and administrative procedures (Guest Information System, Publications, ePro, eBuy, conference management, etc.).
• Proficient use of SharePoint