Administrative Specialist

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Base pay range: $80,300.00/yr - $/yr

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

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

• Independently manage the 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 website, which includes department organization, group information, current events and departmental procedures.
• Serve as a primary contact for 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.

• 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, clear, and concise verbal and written communication and presentation skills.
• Agile with emerging technologies and proficient…