Administrative Specialist

Organizational Overview:

The Environment, Safety & Health (ES&H) Directorate's vision is to provide best-in-class environment, safety, and health services delivered in ways that enable world leading science and operational excellence. The Waste Management and Work Control Division (WMWCD) within the ESH Directorate provides the management and transportation for Brookhaven National Laboratory's (BNL) regulated waste streams and radiological material, along with managing the institutional programs for work control and conduct of operations. Dedicated to upholding the laboratory's core principles of safety, compliance, and operational excellence. Also responsible for providing safe collection, packaging and disposal of the Laboratory's hazardous, radioactive, and mixed wastes.

Position Description:

The Waste Management and Work Control Division seeks an Administrative Specialist to support Division management, perform complex administrative functions, and contribute to the success of the team.This role includes technical writing, calendar and travel coordination, meeting support, records management, procurement and HR processes. You will use your excellent communication skills, both verbal and written to independently collaborate with colleagues within the Division and Directorate, customers supported by the WMWCD across the larger BNL community in a fast-paced and dynamic environment.

Essential Duties and Responsibilities:

• Provide office management and administrative support to Division management and staff, applying independent judgement within the Lab's policies and standards, and administering processes.

• Prepare correspondence, reports, and presentations.

• Provide strong proofreading and technical writing skills.

• Facilitate meetings and reviews, as required.

• Schedule meetings through Microsoft Outlook, reserve meeting rooms, arrange virtual meetings and access, as needed.

• Oversee basic office organization and records management at the Division level.

• Maintain Division SharePoint documentation and websites.

• Prepare travel authorizations and expense reports.

• Process pre-vouchers and web requisitions.

• Respond to internal and external requests for information and guidance.

• Attend technical meetings and record minutes for distribution.

• Process document approval workflows and electronic signatures via SharePoint, DocuSign and AdobeSign software.

• Process confidential correspondence, records, and reports.

• Act as Lessons Learned Coordinator and Credit Card Holder for the Division.

Required Skills:

• Bachelor's degree in a related business field or equivalent experience, generally based on the basis of 2:1 (experience: college) years, plus four years related work experience. Additional education in fields specifically related to the position requirements may offset qualifying experience.

• Ability to write, edit, and proofread content (procedures, business reports, presentations), work closely with subject matter experts and management, and develop strategies to achieve management goals via a variety of communications (website, articles, emails, etc.).

• Ability to identify and resolve problems within own area of responsibility.

• Demonstrated excellence in verbal and written communications.

• Demonstrated ability to show initiative and determine priorities.

• Excellent interpersonal skills and ability to work collaboratively.

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams)

Preferred Skills:

• Experience writing, editing, and proofreading a variety of content (e.g., procedures, business reports, presentations), collaborating with subject matter experts and management, and developing communication strategies to support organizational goals across multiple platforms (e.g., websites, articles, emails).

• Ability to work with a variety of customers and create effective communications for targeted audiences.

• Microsoft Office Specialist (MOS)

• Procedure Writer Certification" through the Professional Procedure Association, Inc.

Other Information:

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

• This position is not eligible for visa sponsorship.

• Samples of presentations and drafted documents may be requested.

• This position is not eligible for visa sponsorship.

Brookhaven National Laboratory is committed to providing fair, equitable and competitive compensation. The full salary range for this position is $82950 - $95000 / year. Salary offers will be commensurate with the final candidate's qualification, education and experience and considered with the internal peer group.

Brookhaven National Laboratory is committed to employee success and we believe that a comprehensive employee benefits program is an important and meaningful part of the compensation employees receive. Review more information at BNL | Benefits Program

Brookhaven National Laboratory requires all non-badged personnel including visitors to produce a REAL-ID or REAL-ID compliant documentation to access Brookhaven National Laboratory - view more information atwww.bnl.gov/real-id. This is due to nationwide identification requirements for federal site access as required by the federalREAL ID Act. Those not in possession of a REAL ID-compliant document will not be permitted to access the site which includes access to the Laboratory for interviews.

About Us

Brookhaven National Laboratory (www.bnl.gov) delivers discovery science and transformative technology to power and secure the nation's future. Brookhaven Lab is a multidisciplinary laboratory with seven Nobel Prize-winning discoveries, 37 R&D 100 Awards, and more than 70 years of pioneering research. The Lab is primarily supported by the U.S. Department of Energy's (DOE) Office of Science. Brookhaven Science Associates (BSA) operates and manages the Laboratory for DOE. BSA is a partnership between Battelle and The Research Foundation for the State University of New York on behalf of Stony Brook University. BSA salutes our veterans and active military members with careers that leverage the skills and unique experience they gained while serving our country, learn more at BNL | Opportunities for Veterans at Brookhaven National Laboratory.

Equal Opportunity/Affirmative Action Employer

Guided by our core values of integrity, responsibility, innovation, respect, and teamwork, Brookhaven Science Associates is an Equal Employment Opportunity Employer-Vets/Disabled. We are committed to fostering a respectful and collaborative environment that fuels scientific discovery. We consider all qualified applicants without regard to any characteristic protected by law. All qualified individuals are encouraged to apply. We ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation. *VEVRAA Federal Contractor

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