Administrative Specialist

Location: Upton

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The Physics Department has an opening of Administrative Specialist to provide administrative support for the department chair's office. Physics Department conducts research and operation for the mission of Office of High Energy Physics and Office of Nuclear Physics in Department of Energy. We play leading roles in nuclear and particle physics experiments at BNL and around the world, host DOE programs, projects and international collaborations, and support large number of guests and users.

As the Administrative Specialist to the chair of Physics Department, you will be a key member of the department, and serve as a liaison to the Lab community, and a point of contact for the department staff and other administrative assistants. In this role, you will have diverse, complex, and competing responsibilities in support of the chair and the department.

Essential Duties and 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

Required Knowledge, Skills, and Abilities:

* 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,…